Customer Service Executive

Job Description

Responsibilities:

1. Order Management & Planning

• Plan and submit orders to suppliers within 48 hours based on customer forecasts and purchase orders.
• Coordinate with customers on order placements and ensure timely follow-up.
• Chase suppliers for order status updates and share estimated availability with customers.
• Request suppliers to release materials produced according to the requested delivery dates (RDD).
• Inform or chase customers to revise purchase orders in cases of discrepancies (e.g., quantity, grade, price, etc).
• Perform periodic housekeeping on outstanding purchase and sales orders data for internal system.
• Calculate and prepare raw material summaries for delivery to the compounding house.
• Prepare inbound summaries of finished goods from the compounding house.
• Coordinate with other planners on stock allocation (common stock) and update customers and system accordingly.
• Liaise with other planners to roll stock, loan stock, or manage stock shortages/surpluses.

1. Inventory & Stock Control

• Manage inventory levels for assigned customers and regularly follow up to clear slow-moving stock.
• Plan buffer stock or consolidate purchases to optimize cost and leverage better price brackets to reap economies of scale.
• Negotiate with customers to accept damaged goods where possible to reduce need to process for claims from supplier, 3rd party logistic service providers or insurance institutions.
• Process and maintain accurate records for trading contracts, inbounds, and outbounds.

1. Customer Service & Coordination

• Coordinate with the Sales Team and other team members to ensure smooth delivery to customers.
• Liaise with warehouse personnel to confirm material availability and resolve issues.
• Assist the Sales Team by checking and updating SMS status when required.
• Visit customers 12 times per month to follow up on outstanding issues, slow-moving stock, accounts receivable (AR), and gather updates on their business status.

1. Logistics & Documentation

• Chase suppliers for shipping documents prior to vessel ETA and arrange for import clearance.
• Request and follow up with the warehouse for DCR photos needed for insurance claims.
• Ensure that customer delivery requests are processed accurately and promptly.
• Ensure accurate GST treatment and maintain proper documentation and filing for compliance at respective platforms.
• Check and coordinate with customers to open or amend Letters of Credit before shipment activation.

1. Finance & Reporting

• Match and forward approved supplier invoices to Finance for timely payment.
• Manage accounts receivable (AR) and collections when required, ensuring timely follow-up on the completion of the credit workflow process.
• Check and investigate reasons for entries in the Negative Gross Margin Report monthly.
• Prepare monthly reports and assist suppliers with data and documentation when requested

1. Ad Hoc & General Duties

• Perform other duties as assigned or reallocated by the superior from time to time.

Requirements:

• Singaporeans ONLY
• Min. Diploma Holder (Logistics, Business Admin, Supply Chain Mgmt.) and above
• Preferably 3-4 years of relevant customer service working experience
• Good knowledge of SAP system (Hana & Logistics) & Microsoft Excel
• Self-motivated, fast worker & good team player
• Meticulous in figures
• Able to work independently with minimal supervision
• Excellent communication, interpersonal and computer skills