Order Management Administrator

Overview

The objective of the Account Administrator II role is correct and timely processing of machine worksheets or machine secondary parts, quotes and orders, upon receipt of the authorization convert to production order(s) in conformance with requirements and specifications received from both internal and external customers.

This includes providing correct and adequate inventory and status reports for machine stock or spare parts, quotes and orders.

In addtion, preparation of all invoice and shipping documents required for supply of machines or spare parts, shipping of subsequent orders, maintenance of customer order files and controlling of outstanding quotes and orders.

Department : Logistics department

Position : Order Management Administrator

Reports to : Logistics Manager

Responsibilities

• Processing of and responding to inquiries for machine- worksheets or spare parts, quotes and orders. Creation of production orders accordingly, whilst ensuring correct and timely processing in conformance with the required configuration and specifications.
• Monitor and coordinate the progress of quotes and orders whilst ensuring agreed delivery times are met within the agreed terms and conditions.
• Correct and timely configuration and parts requirement processing for approved orders.
• Closely liaise with the Technical and Sales staff for configuration of machine orders in order to establish an efficient and correct machine order processing control.
• Determine (configure) and enter any parts requirements for machine configuration into SAP for ordering and/or issuing.
• Creation and maintenance of part item masters and pricing, for configuration purposes, in the database in accordance with the company policy.
• Correct and timely processing of all machine related information in the database.
• Generate required shipping, invoice and support paperwork for all orders approved and to be shipped; also ensuring required machine “support” parts are send simultaneously.
• Coordinate with Production the customers and forwarder for on time shipping of the orders.
• Maintaining and reporting of machine inventory and status in accordance with the terms and conditions.
• Controls of “ship-short” information in liaise with O.A. ensuring correct and timely allocation and forwarding of these.
• Adequate follow up on customers complaints and issues in order to resolve
• and commercially.
• Accurate and retrievable filing of all customer and machine order related documentation and correspondence.
• When required participate in sales meetings and conference calls to provide and receive information in relation to machines or spare parts.
• Creation and maintenance of machine item masters and pricing in the database in accordance with the company policy
• Provide assistance on other departmental tasks whenever required.
• Creation and maintenance of part item masters and pricing, for customer orders, in the database in accordance with the company policy.
• Closely liaise with the staff of the logistics department to establish an efficient order control and effective customer service process

Qualifications

• Excellent communication skills are required
• Fluent written and spoken English is required
• Service minded and commercial attitude is required
• Good working knowledge of MS office and SAP tools is required
• Advanced level of knowledge required for general industry production, product configuration, customer service and basic knowledge on transportation requirements

Sharing of knowledge and information on functional level, in order to establish and maintain an efficient and broad logistics workforce.

Propose and implement possible machine process improvements in order to increase efficiency and services.

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