Job Summary:
This position as Office Manager will receive and coordinate all requests from customers and NORD sales partners regarding to customer order entry/processing, shipping, after sales activities and any internal sales support activities.
These sales support activities are in particular:
- preparing and providing of sales quotations for spare parts, replacement gear motors & inverters, new gear motors and inverters,
- checking and updating sales partners and customers on current stock status and the related expected delivery times,
- preparing of sales contracts in consideration of NORD´s general terms & conditions as well as delivery times and certificates required, entering and processing of customer orders on time and continuous follow up until the final delivery of the goods incl. shipment.
- liaise with the after sales department on customer needs, providing the related logistics support. Attending to customer complaints and questions and providing of documents required by the customer.
· In addition, this position as Office Manager assists the Chief Representative in the clerical and accounting work in the office. This includes that this position will prepare, check (translate if necessary) and submit necessary reports/documentations to Fosco, Trade Department and Labour Office of Social Affairs. Preparing the monthly accounting report for the Rep Office as well as the payroll included the timely transfer of the salary.
· In addition, this position as Office Manager is responsible for the Rep. Office´s purchasing process of any equipment, materials, goods, stationaries, investments, components required for the daily operation of the office. This includes identification of potential suppliers and requesting related enquiries (three enquiry rule) followed by the quotation evaluation process and the final issuing of the related purchase order to suppliers.
Description of main job and functions:
· Preparing of sales contracts in consideration of NORD´s general terms & conditions as well as delivery times and certificates/documentations required.
· Entering and processing of customer orders in an efficient and effective way within a stipulated time frame with a minimum error rate.
· Continuous updating of existing data in the current ERP system. This includes data of customers, orders, documentations and specifications.
· Liaise with NORD Singapore, HQ in Bargteheide/Germany, NORD Suzhou/China or any other affiliated NORD company on the orders processed, to ensure an on time delivery of the ordered goods.
• Coordinating with NORD Singapore and the freight forwarders to ensure that the correct documents are provided for each shipment. This includes but is not limited to any 3rd party documentation such as Certificate of Origin, Packing list, Invoice etc.
• Continuous monitoring of the current order status. Frequent checking of the related stock status as well as the logistical requirement of the running orders to improve on time delivery.
· Liaise with customers, banks and forwarders regarding Letter of Credit related matters, as well as giving feedback to the related customers / Nord sales partners / NORD sales regarding the specific terms of the Letter of Credit and documents required.
· Provide quotations for spare parts, replacement gear motors & inverters and industrial gear boxes. Checking of the related stock status to get reliable delivery times to be provided to our customers, NORD sales partners and the NORD sales.
· Checking on a regular base the list of the accounts receivables already overdue provided by Finance and follow up the accounts to guarantee on time payments.
· Liaise with suppliers to purchase any equipment, materials, goods, stationaries, investments, components required for the daily operation of the company.
· Evaluation of received quotations followed by the final purchasing decision according to the company’s limits of authority guideline and the final issuing of the related purchase order to the selected supplier.
· Preparing, checking (translating if necessary) and submitting of necessary monthly/annual reports to Fosco, Trade Department, Labour Office of Social Affairs or any other authority.
· Preparing the monthly accounting report for the Rep Office as well as the payroll included the timely transfer of the salary. All personnel records/files have to be kept confidential!
· Continuous checking and co-ordinating with Fosco or any other authority regarding changes in tax matters or any other regulations.
· Preparing local labour contracts based on the current regulation as well as the employment contract signed by NORD Singapore.
• Collecting, accurately checking and recording all office expenses/rental costs and expense claims from employees including sending of original documents/receipts to NORD Singapore.
• Withdrawing of money from the current bank account (e.g. Deutsche Bank) for daily business activities in the Rep Offices in Vietnam. Checking, arranging and executing of
bank transactions with the current bank (e.g. Deutsche Bank) after approval from NORD Singapore.
· Filing of quotations, orders, specifications, business transactions and any other documentations/activities related.
· Preparing of minutes of meeting which are related to sales meetings and discussions for administration work.
· Support and comply in full with all company policies, guidelines, standards, local & international laws and regulations, anti-corruption guidelines & legislation, export control legislation & guidelines and any other given working procedures.
· Any other duties that deem to meet customer expectation or internal company needs. In exceptional cases, to conduct any other task given or to be assigned by the management of the company (e.g. booking of accommodation, transportation).
· Support of colleagues within the internal sales team and the order processing/logistics department if current workload requires additional support.
Required Training:
· NORD product portfolio, product selection and application training.
· Training in the NORDIS system.
· Training in the SAP ERP system specifically in the MM and SD module.
· General understanding of the ISO process and all related chapters is essential.
· Usage of NORD price-list training.
· NORD sales and customer policies, compliance guidelines and practices.
· NORD IT Training: ELCAT, AAP, CALC08 etc.
· Practical workshop assembly training to familiarise with the NORD products.
· Any other additional job related instructions.
Performance Measurements:
· Order processing time (Target 2018: ≤ 2 days)
· On time delivery – continuous improvements (Target 2018: >80%)
· Customer feedback
· Sales growth versus budget and last year
· Account receivables follow up.
· Support of the external sales channels

- Attractive and competitive salary