[ref. w32368524] Geylang - Sales & Operations Assistant

Job Purpose

The position also involves liaising with internal teams, suppliers, and clients to optimize operations and enhance customer satisfaction.

Job Description

Key Responsibilities:

1. Order Processing and Fulfilment

• Manage the end-to-end order processing for online, offline, and export channels, ensuring accuracy in order entry and timely fulfilment.
• Coordinate with logistics providers, warehouses, and carriers to schedule and oversee shipping, ensuring on-time delivery for both domestic and international shipments.
• Track and update inventory levels in collaboration with warehouse teams to maintain stock availability across all channels.

1. Sales Support and Coordination

• Assist the sales team with client interactions, providing order updates, handling inquiries, and preparing quotes or sales documents.
• Prepare and maintain sales reports, tracking key metrics like order volume, delivery timelines, and sales targets.
• Support promotional campaigns by ensuring correct stock levels and coordinating any necessary logistics adjustments.

1. Customer Service

• Address customer inquiries related to orders, shipments, and returns, ensuring prompt and professional responses.
• Manage customer complaints by coordinating with relevant teams to resolve issues and enhance customer satisfaction.
• Document feedback from customers to inform improvements in service and operations.

1. Inventory and Stock Management

• Monitor inventory levels to prevent stockouts or overstocks, alerting management of low or excess inventory.
• Collaborate with the procurement and inventory teams to manage stock replenishment in line with demand forecasting.
• Support stocktaking processes, ensuring accuracy in stock records across the various sales channels.

1. Accounting and Financial Support

o Coordinate with the accounting team to ensure accurate and timely invoicing, capturing all details related to orders, customer data, and pricing.

o Review and match purchase orders, invoices, and delivery receipts, helping to identify and resolve discrepancies before processing.

o Assist in tracking and recording payments from customers, ensuring that transactions are accurately reflected in financial records.

o Support month-end and year-end closings by providing sales data, reconciling accounts receivable and accounts payable, and assisting with inventory valuations.

o Maintain accurate financial records of transactions, updating internal systems and assisting with audits as needed…

1. Documentation and Compliance

• Maintain accurate records of sales orders, shipping documents, and customer interactions for efficient tracking and reporting.
• Ensure all export documents comply with international shipping regulations, including preparation of invoices, packing lists, and certificates of origin as required.
• Work with regulatory bodies and freight partners to ensure compliance with country-specific requirements for exports.

1. Sales Analytics and Reporting

• Generate and update weekly, monthly, and quarterly sales reports, providing insights on sales trends, delivery performance, and other KPIs.
• Assist in forecasting by compiling sales and inventory data for strategic planning, helping management understand channel-specific performance.

1. Process Improvement

• Identify areas for improvement in sales and operations workflows, suggesting and implementing solutions for greater efficiency.
• Collaborate with internal teams on initiatives to streamline order processing, reduce lead times, and enhance customer experience.

• GCE ‘A’ Level certificate and/or certificate/diploma in Business, Supply Chain, Logistics, or a related field.
• 1-2 years of experience in sales coordination, operations, or customer service within the FMCG or related industry.
• Knowledge of e-commerce platforms and export documentation is a plus.
• Proficiency in MS Office (Excel, Word, PowerPoint), and familiarity with ERP or inventory management systems.
• Strong organizational and multitasking skills with a keen eye for detail.
• Excellent communication and interpersonal skills for cross-functional collaboration.
• Ability to work in a fast-paced environment, adapting to shifting priorities and deadlines.