Accounts & Admin Executive
2 weeks ago
Wilo is a manufacturer of pumps, submersible mixers and related intelligent control systems, with HQ in Germany, Dortmund. The product portfolio includes complete range of centrifugal pumps starting from small circulator, inline, multistage, submersible, end-suction, split case, vertical turbine to packaged Pumping stations.
The primary role of a Accounts & Admin Executive is responsible for processing customer sales orders, delivering information and resolving issues in an accurate and timely manner, while supporting strong and effective relationships with local vendors, customers and the wider Wilo Group. This position works closely with the Technical Internal Sales Engineer to ensure the proper transfer of information from the customer order to the purchase order.
He will facilitate and execute the product shipment process, and monitor and analyse incoming shipments to ensure all shipments are delivered and received by the customer as scheduled. The Logistics & Warehouse Manager is also responsible for checking, managing and creating reports for all incoming and outgoing goods in the warehouse.
**Essential Functions**
- Utilise the ERP (Navision) to Input orders received and issue Purchase Orders as per customers’ specification and quotation from the Technical Internal Sales Engineer
- Verify data entered and create a bill of materials for the project sales orders
- Liaise with and Inform customer of the status of their product or accessories and provide updates to the customer regarding the expected delivery date
- Process purchase orders to factory or local vendors
- Communicate with Logistics Department for shipping estimates and processing time required
- Track the order status to ensure delivery commitments are met, and communicate order status with Technical Internal Sales Engineers and customer
- Prepare order reports for Management, on order value, status of order and gross margin)
- Coordinate with the Technical Internal Sales Engineer, the sales team, customer, logistics and the factories as needed
- Monitor the readiness of goods for shipment to minimise delay once order is processed
- Communicate order status with vendors or customers for delivery
- Arrange the shipment to forwarding agent
- Prepare the shipping documents needed for shipment
- Confirm the incoming and outgoing goods are as per the specifications ordered
- Manage the receipt and storage of all incoming goods and monitor storage capacity
- Provide updates to all relevant stakeholders internally and externally regarding the order status of the goods
- Act as the first point of contact for all warehouse activity
- Input data punctually and accurately for effective and live communication with all stakeholders
- Responsible for liaising with external stakeholders and ensure the most competitive rates for freight are maintained
- Data entry of Account Receivable (AR) / Account Payable (AP)
**Minimum Qualifications and experience**
- ITE or Diploma in Business Administration / Finance or similar, or proven practical experience in book keeping / order management / customer service
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