Job Description

 Role Purpose

To provide end-to-end business support covering quotation, order processing, delivery coordination, and customer service. The role ensures accurate execution of sales transactions, timely delivery, and high-quality customer support while coordinating closely with Sales, Purchasing, and suppliers.

Key Responsibilities

Quotation & Pre-Sales Support

• Prepare accurate and competitive quotations based on customer requirements and project specifications
• Verify pricing, lead time, MOQ, and product availability
• Support Sales team in project quotations and follow-up on open quotations

Order Processing & SAP Execution

• Manage full order cycle in SAP, including:
• Sales Orders (SO)
• Purchase Orders (PO)
• Delivery Orders (DO)
• Invoicing
• Ensure all transactions are accurate and compliant with company procedures
• Validate customer POs against quotation (pricing, terms, specifications)
• Maintain proper documentation for all transactions

Delivery & Logistics Coordination

• Coordinate with suppliers and internal purchasing team on order status and delivery timelines
• Track shipments and ensure timely delivery to customers
• Update customers on delivery status based on order confirmations
• Ensure all required delivery documents (e.g. packing list, invoice) are complete and provided

Customer Service & Communication

• Serve as key contact for customer enquiries on orders, products, and delivery
• Provide prompt and professional responses and follow-ups
• Build strong customer relationships through reliable and accurate support

Documentation, Payment & Compliance

• Handle and monitor documentation for:
• Standard orders
• Returns, warranty, demo/sample units
• Support Letter of Credit (LC) processes and ensure documentation accuracy
• Understand and apply Incoterms and payment terms correctly in transactions
• Coordinate with internal teams on claims, discrepancies, or credit notes

Internal Coordination & Reporting

• Work closely with Sales, Purchasing, and Order Processing teams to ensure smooth execution
• Provide updates on order status, issues, and customer requirements
• Generate basic reports (e.g. open quotations, delivery status) for Sales review

Inventory & Product Support

• Monitor stock availability and support stock planning
• Maintain good understanding of product applications, lead times, and alternatives
• Support new product lines and ensure readiness for order execution

Job Requirements

• Proficient in SAP ERP (order processing & documentation)
• Strong understanding of Incoterms and international trade practices
• Knowledge of payment processes (including LC handling)
• Detail-oriented with high accuracy in transactional work
• Strong coordination and communication skills
• Ability to manage multiple orders and priorities in a fast-paced environment

Skills