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Mss Service Project Administrator

2 weeks ago

Singapore Emerson Full time

**Responsibilities**:
Effective Oracle PA (Project Accounting) and Oracle GSOF (Global Sales Order Form) utilization to facilitate smooth operation execution and billing
- Keep track of all the documents to be submitted & received from customer in document control register.
- Perform accurate and timely submission of reports (Backlog, Billing and Date Management)
- Perform receipt of Goods in Oracle System for all parts/inventory orders.
- Trade compliance check (before dispatching of engineers & delivery of items).
- Hold Shipment verification (before delivery and issuance of invoices).
- Preparation of shipping documents for shipping - customer POs, warranty replacement, loan equipment, Service tools re-calibration, meters calibration etc.
- Liaise with vendors, customers, forwarders and transporters for onwards shipments and delivery/return of goods.
- Monitor and update orders & delivery status for POR Sales reporting, weekly.
- Submit Draft and Tax invoices to customers for completed service jobs
- Prepare Financial Plan, Fair Value and perform revenue/cost recognition in Oracle PA
- Process credits as needed, and assist accounting team on customer required documents, resolving issues and discrepancies.
- Update customer of parts delivery status and escalate any late delivery accordingly to order fulfilment team.
- Dispatch of completed job invoices and all supporting document to general finance and customer.

Effective Oracle Field Service cloud utilization to facilitate smooth operation execution, In Oracle Field Service cloud, perform the following:

- Verification/update of customer account and contact.
- Create and update Service Request (SR), field job creation and scheduling FSE for respective jobs.
- Assigning FSE for an internal activity, re-assigning field job, cancel field job, create/modify on call shifts and manage resources. Update and monitor the FSE schedule
- Able to assist and facilitate FSE on the proper usage of the Field Service Cloud.

Additional Information
- Make arrangement for travel document (e.g. visa, permits, flight ticket and etc.) related to the service job
- Manage local spare parts inventory.
- Ensure Service tools are re-calibrated, update record and monitor expiry.
- Ensure FSE movement records, FSMA to Oracle PA are updated timely
- Responsible for monthly update of Booking report, Sales report, Backlog report, POR (President Operating Report) report, WIP report and etc.
- Process and order of parts and ensure timely delivery of parts ordered.
- Keeps customers informed of parts delivery status and FSE schedule status.
- Process credits as needed and assist accounting team on resolving issues and discrepancies.
- Ensure track proper Sales handover of PO Booking, generates, maintains, and provides record keeping functions for all orders.
- Assist with the logistic arrangement for education services at customer location.
- Process credits as needed and assist accounting team on resolving issues and discrepancies.
- Preparation of required documents for L/C negotiation with the bank.
- Embraces new process and automation initiatives implemented in the service department
- Any other assignments and responsibilities as assigned from time to time by direct supervisor/manager.

**Job Requirements**:

- Diploma with at least 5 years administrative experience, if related to Oil & Gas Services will be an advantage.
- Familiar with shipping Incoterms, taxation, import/export permit, work visa and etc. will be an advantage.
- Knowledge with PowerBI Dashboard would be an advantage.
- Good interpersonal and communication skills; and a good team player.
- Able to work in high pace environment and able to perform under pressure with the ability to organize, prioritize heavy workload and meet scheduled deadlines.
- Keen learner, open to new changes and information and able to work in a fast-paced environment.