Commercial Order Processing & Technical Support

Job Purpose: The role is responsible for managing commercial order processes, providing technical support, and assisting the sales and operations teams. This position involves handling administrative tasks, ensuring efficient operations, and maintaining high standards of service delivery. Key Responsibilities: 1. Customer and Supplier Interaction: • Serve as the primary contact for customers regarding commercial order processing, billing, and invoice complaints. • Issue purchase orders to suppliers and verify supplier invoices (vendors, subcontractors, fixed assets, etc.) for submission to Finance. • Assist in accounts receivable collections and participate in collection meetings with customers as required. 2. Order and Data Management: • Manage the creation, modification, confirmation, down payment requests, and release billings of commercial orders. • Continuously monitor the order lifecycle, informing BF and Finance teams about long-open orders and backlogs, and seeking further action or closure. • Create, update, and maintain customer and vendor master data. 3. Invoice and Record Handling: • Handle adjustments including credit memos, cancellations, re-invoicing, and complaint resolutions. • Distribute sales invoices to customers via email, courier, or dispatch. • Maintain accurate records of supporting documents for commercial orders. 4. Sales and Technical Support: • Work with the BF Sales Team to clarify project details and obtain relevant information for sales order creation. • Provide technical support for project documentation, monthly reports, inspection arrangements, and seminars. • Support sales during client visits, arrangements, and quotations. 5. Administrative and Special Tasks: • Perform various administrative tasks, including updating the manpower matrix, managing job advertisements, and finding and reviewing CVs. • Assist with meeting protocols, minutes, and special tasks during meetings. • Handle phone calls and delegate tasks as necessary. 6. Process Improvement and Training: • Identify and implement process improvements to enhance operational efficiency and customer satisfaction. • Assist in training new team members on commercial order processing and technical support procedures. • Stay updated with industry trends and best practices to ensure high-quality service delivery. 7. General Responsibilities: • Customer Relationship Management (CRM): Handle customer inquiries, complaints, and orders while fostering positive relationships. Supply Chain Coordination: Align procurement with inventory management and customer demand forecasts. Coordinate between suppliers, logistics, and sales teams to optimize order fulfillment and reduce delays. • Order Processing Automation: Streamline the order flow from inception to delivery to reduce manual data entry errors and processing times • Risk Management: Identify and address potential supply chain disruptions to keep order fulfillment processes smooth and cost-effective. Proactive challenge management maintains customer satisfaction and operational efficiency. 8. Reporting: • Prepare regular reports on order status, invoice issues, and collection progress for management review. • Provide detailed analysis and insights to help improve operational strategies and decision-making. Skills and Competencies: • Analytical Thinking and Problem-Solving Skills: Ability to analyze data, identify issues, and develop effective solutions. • Attention to Detail and Commitment to Accuracy: Ensure all processes and records are precise and error-free. • Strong Interpersonal Skills and Relationship Building: Ability to build and maintain positive relationships with customers, suppliers, and internal teams. • Flexibility and Adaptability: Ability to thrive in a dynamic work environment and adapt to changing priorities. • Technical Proficiency: Familiarity with order management systems like Oracle, SLIM, SAP, and proficiency in Microsoft Office. • Organizational and Time Management Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines. Qualifications: • preferred of 2 years of experience in a similar role. • Proficiency in SAP and Microsoft Office would be an advantage. • Strong organizational, multitasking, and communication skills. • Ability to work independently and as part of a team. Working Conditions: • Occasional travel may be required. • May involve working outside regular office hours to meet operational needs.