Công Ty TNHH Kleen-Pak Industries (Việt Nam)

Core responsibilities
• Provide front-line customer service support.
• Process purchase orders from customers and prepare daily invoices and delivery orders for finished goods from KPP & KPV for both local delivery and exports.
• Prepare import/export shipping paperwork based on L/C, Certificate of Origin, Customs/Insurance declaration.
• Schedule and coordinate with domestic and international freight forwarders, hauliers, transporters for timely delivery.
• Shop rates for prepaid shipments to ensure that we are getting the best possible freight rates.
• Ensure freight forwarders are selected based on company objectives for cost and delivery.
• Maintain shipping records, including providing tracking or shipping history information to customers on request. Ensure all documentations are filed adequately and promptly.
• Coordinate with internal departments on shipment arrangements in accordance with customer requested shipment dates.
• Communicate status of shipping/receiving activities to appropriate personnel within the organisation.
• Review open customer orders, create pick worksheets on an as needed basis to efficiently meet the customer shipping schedule and satisfy the requested ship dates.
• Coordinate with shipping lines & freight forwarders in order to know the shipping schedule / changes in schedule/route.
• Communicate shipping volumes and priorities closely with the Sales Assistant Manager to optimise available resources.
• Review and audit freight bills for billing accuracy.
• Follow up with customers on overdue payments.
• Coordinate goods returned from customers with internal departments.
• Formally document new or changed procedures. May train new hires.
• Maintain knowledge of current international import/export regulatory requirements. Update applicable standard operating procedures as necessary.
• Effectively lead cross-functional root cause and corrective action to resolve customer-related shipping issues.
• Preparation of reports like finished goods inventory report.
• Ensure compliance with operational, ISO and GMP procedures and standards.
• Assist with other duties as assigned by the Sales Assistant Manager.

1. Planning
• Issue production Job Order Sheet based on production schedule.
• Resolve due date and shortage issues prior to production order release.
• Support Planning/ Purchasing/ Warehouse Executive in forecast analysis, as well as monthly demand review process based on firm orders and forecast data.
• Analyze production capacity and coordinate with Production to establish sequence and lead time to meet shipping dates according to sales forecasts and customs orders.
• Accurately develop and maintain master bills -of – material, and work orders’ bills – of material.
• Analyze production specifications, inventory levels of materials and chemicals, and perform mathematical calculations to determine raw materials requirements.
2. Purchasing
• Raise purchase requisitions for starting materials for approval and issuing purchase order to suppliers.
• Process purchase requisitions of chemicals from QA.
• Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
• Track the status of requisitions, contracts, and orders.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Review requisition orders in order to verify accuracy, terminology, and specifications.
• Responsible for coordination of import shipments with supplier.
• Receive delivery of materials from suppliers and liaise with QA on the arrival of materials for quality assurance
• Request for samples of starting materials from suppliers
3. Adhere to ISO operating procedures.
4. Assist with other duties as assigned by the Planning/Purchasing/ Warehouse Executive.

• Provide front-line customer service support.
• Process purchase orders from customers and prepare daily invoices and delivery orders for finished goods from KPP & KPV for both local delivery and exports.
• Prepare import/export shipping paperwork based on L/C, Certificate of Origin, Customs/Insurance declaration.
• Schedule and coordinate with domestic and international freight forwarders, hauliers, transporters for timely delivery.
• Shop rates for prepaid shipments to ensure that we are getting the best possible freight rates.
• Ensure freight forwarders are selected based on company objectives for cost and delivery.
• Maintain shipping records, including providing tracking or shipping history information to customers on request. Ensure all documentations are filed adequately and promptly.
• Coordinate with internal departments on shipment arrangements in accordance with customer requested shipment dates.
• Communicate status of shipping/receiving activities to appropriate personnel within the organisation.
• Review open customer orders, create pick worksheets on an as needed basis to efficiently meet the customer shipping schedule and satisfy the requested ship dates.
• Coordinate with shipping lines & freight forwarders in order to know the shipping schedule / changes in schedule/route.
• Communicate shipping volumes and priorities closely with the Sales Assistant Manager to optimise available resources.
• Review and audit freight bills for billing accuracy.
• Follow up with customers on overdue payments.
• Coordinate goods returned from customers with internal departments.
• Formally document new or changed procedures. May train new hires.
• Maintain knowledge of current international import/export regulatory requirements. Update applicable standard operating procedures as necessary.
• Effectively lead cross-functional root cause and corrective action to resolve customer-related shipping issues.
• Preparation of reports like finished goods inventory report.
• Ensure compliance with operational, ISO and GMP procedures and standards.
• Assist with other duties as assigned by the Sales Assistant Manager.

• Develop and maintain a high level of knowledge about Kleen-Pak’s products and services.
• Develop and maintain an understanding of the assigned territory, marketplace, competitive offerings and other business issues relevant to the business.
• Maintain an awareness of competitors’ products and pricing, including new trends and developments in the industry.
• Create new revenue by building and managing a pipeline of customer prospects from identification to negotiation to execution.
• Respond promptly to prospect inquiries and requests and prepare proposals, letters, and presentations to potential customers as needed and position Kleen-Pak as a leader in the industry.
• Manage sales process through qualification, needs analysis, product demonstration, negotiation and close.
• Negotiate pricing and contract terms for long-term relationships.
• Meet or exceed the order intake target associated with the territory.
• Build close relationships with customers and industry contacts to collect market intelligence and trends.
• Review complaints and enlist and expedite required services as appropriate (e.g., quality, customer service, R&D) to assure resolution of problem and customer satisfaction and obligations pertinent to the sale.
• Review product performance and market situation in order to achieve business targets and customer satisfaction.
• Work with internal departments when technical or product support is required.
• Effectively identify and resolve concerns.
• Use effective time and territory management to maximize results.
• Manage cost of sale vs. budget
• Operate under moderate supervision with frequent reviews of work. Provide the General Director with regular status reports, both written and verbal, regarding prospect status, revenue and deal count achievement.
• Be aware of, and comply with, all corporate policies, standards and procedures including GMP standards.
• Perform other duties as assigned by the General Director.

- Complete clerical and accounting tasks.
- Complete basic bookkeeping and accounting duties for the company.
- Complete bank reconciliation.
- Enter financial information into software programs, post daily receipts, AP/ AR invoices, encode accounting entries for data processing.
- Sort financial documents and post them to the proper accounts.
- Prepare periodical VAT/ tax/ statistics reports and submit to local tax/ authorities on time.
- VAT refund dossiers and submission
- Coordinate with internal and external audits.
- Manage company ledgers and day-to-day transactions
- Assist Chief Accountant with various tasks of including budgets, VAT refunds, statements.
- Assist with other accounts and administration duties assigned by Chief Accountant.

• PURCHASING:
- Prepare and process PR / PO for supplies and equips.
- Contact with suppliers for quoting, samples making.
- Attend printing/ trial inspection if required.
- Follow up with suppliers for on-time material supplies.
- Receive incoming machine spare parts.
- Maintain records of goods ordered and received.
- Review PO claims and contracts for conformance to company policy
- Prepare periodical purchase reports
• SALES SUPPORT:
- Issue tax invoices for local sales.
- Arrange trucking for all local delivery.
- Prepare periodical turnover / local sales reports.
- Join and support exhibition fairs/ trade show with Sales team if required.
• ADMIN:
- Prepare company correspondences, arrange meeting, hotel booking, air tickets, etc.
- Follow up and maintaining office supplies & stationeries, ensuring the condition of the office.
- Follow up and maintain the service of gardening, car rental for conformance to service contract.
- Arrange and inspect works of collection, weighing of company normal and industrial wastes done by outside service, ensuring conformance to service contract and no overloading at waste houses.