ADMINISTRATIVE SUPPORT Manage daily administrative tasks for the Sales Support Department. Handle document control, filing, and correspondence. STOCK BUSINESS PROCESS Local Order Processing Maintain and update customer data in SAP, including legal documents and credit info. Receive and process local stock orders. Check and inform inventory levels to sales and managers. Prepare and amend Sales Orders (SO) and Delivery Notes (DN). Coordinate delivery schedules and conditions (e.g. full/partial delivery, damaged goods). Verify and manage delivery documentation; communicate customer delivery requirements to 3PL. Monitor stock levels with warehouse and 3PL, and update sales teams accordingly. Track and secure original DN for billing purposes. Create invoices, tax documents, and manage returns, credit/debit notes. Export & Other Orders Export Orders: Coordinate with EXIM, WH, and 3PL to process export orders, shipping instructions, and documentation. Borrowed Materials: Support "borrow materials" process; manage scheduling, tracking, and documentation. Sample Delivery: Process sample requests, enter into C4C, and follow through to delivery. Customer Complaints: Receive complaints, record in CAR form, follow up with involved parties, and ensure closure is reported in C4C. Handle miscellaneous tasks like sales reports and stock inquiries. C. BACK-TO-BACK ORDERS Coordinate with suppliers post-PO to confirm order details and shipping schedule. Ensure timely receipt of shipping documents for smooth customs clearance. Monitor shipments and coordinate with EXIM, regulatory teams, and sales to avoid delays. Verify customer credit before goods release. Ensure timely delivery to customers. D. INDENT ORDERS Create and manage Indent Orders based on Sales input. Communicate with principals on confirmation, shipping, and documentation. Track shipments and handle commission-related billing. Ensure delivery to customers and report progress. E. STOCK/INVENTORY – LOCAL & IMPORT PROCUREMENT Coordinate with suppliers for order confirmation and shipping documentation. Track incoming shipments (air/sea/courier) and ensure timely customs clearance. Liaise with regulatory team for required import licenses and documentation. Keep sales updated on shipment and clearance status. Ensure goods received at 3PL match documentation; report discrepancies. Monitor full procurement cycle from PO to warehouse delivery and SAP entry. Handle discrepancy resolution with principals (e.g. replacements, CN/DN, insurance). Process vendor invoices for payment upon goods receipt. Handle incoming customer calls, including complaints, and relay to sales teams. Support absent team members as needed. Maintain document control for billing, customer data, and sales admin records.

Surabaya