Client Services Administrative

1 day ago

Singapore VICTOR BUCK SERVICES ASIA PTE. LTD. Full time

**Client Administration**:

- Acts as a link between Victor Buck Services, the clients and the providers
- Communicates pro-actively towards the clients on production status and events
- Makes sure clients’ stock of stationary is sufficient and up to date when relevant
- Ensure jobs are closed for invoicing in a timely and accurately manner end of the month
- Ensures cover for colleagues when absent
- Keeps abreast of Victor Buck’ services and products
- Ensures that KPIs are followed on a daily basis

**Procedures**
- Writes and updates procedures regarding Client Services, Operations, Invoicing, Vendors, IT and other

work related matters
- Respects procedures & policies at all times

**Reporting**
- Performs reporting for several purposes (invoicing, KPI etc.)
- Ensures job docket’s accurate and timely information
- Raises tickets in relation to production matters and monitors progress

**Production Related**
- Ensure that all the correct print files are well received in SFTP
- Process the jobs and generate checklists
- Files and checklists to be send to Production timely within specific cutoff times
- Daily lodgment to tally with daily job confirmations
- Ensure sufficient stationery for processing the jobs through inventory and stamp management
- Retrieve the lodgment confirmation from Production for verifying all jobs are lodged
- Obtaining stationery quotations from vendors
- Arranging for couriers for deliveries and lodgments
- Required to do mail merge for processing ad hoc jobs
- Weekly review checklist with production supervisor

**Invoicing**
- Validating checklists against the jobs processed in ERP
- Preparation of monthly excels for month end invoicing
- Entering information/ data (such as print and barcodes) to be invoiced to clients
- Checking invoicing file for accuracies and highlight errors if any
- Generating Invoices to be send to clients
- Tabulating the invoices sent by vendors
- Reconciliations of payments at month end
- Creation of sales orders in ERP on a daily basis and compile for monthly invoicing

**Miscellaneous**
- Assist in office and pantry orders
- Place business cards order
- Handling return mail or rejected (uncontactable / undeliverable) shipments

**Competencies required**
- Client centric at all times
- Fluent in spoken and written English and Chinese/Malay, a 3rd language being an asset
- Attention to details
- Time management and organization skills
- Listening skills
- High level communication and interpersonal skills between clients, staff and management
- Team player with ability to work with mínimal supervision
- Knowledge of Excel and Word are required

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