[Position] Business Support & Office Administrator
[Reporting Line] Korea Country Director
[Employment Type] Permanent
[Location] Seoul, Korea
[Consultant in charge] Simon S. Kim
Global leading provider of high technology tools and systems for research and industry.
To ensure accurate, timely and efficient administration, while handling incoming Sales Orders, customer requests for quotations, and other inbound customer requests.
To maintain the efficient running of the Company Office administration, operating with minimum supervision whilst showing flexibility and the ability to prioritise.
[Role of Business Support]
Performs established inside sales processes according to verbal or written instructions, including but not limited to order acknowledgement, sales order entry in ERP, shipping forecast update, customer satisfaction logs and quotation logs.
Provide commercial administration (e.g. import and export of demo / service stock) and collection of debt.
Reviews sales order information with supporting documentation. Enters sales orders according to established procedure into accounting system review for accuracy and posts daily activity according to company guidelines.
Updates shipping schedules and maintain timely deliveries with Production and Logistics departments.
Answers phones quickly and professionally according to company guidelines.
Responds accordingly to daily email, fax and phone requests for information or quotes according to established procedure.
Accepts individual responsibility for achievement of scheduled timelines.
Accepts individual responsibility for quality of work produced, including verification of output to corresponding source documents.
Possesses the communication skills to interact with interrelated departments such as accounting and shipping to ensure accurate and timely information is recorded.
Utilizes provided software, sales tools and associated computer programs required to ensure accurate records are maintained.
Completes appropriate and timely data entry processes and documentation according to procedure established.
Provides input to Orders Forecast and Sales & Operations Planning processes.
Aids in management of RMA processes and ensure efficient and timely response to customers.
Participate in exhibition, seminar and workshops when required.
Maintain CRM and ensure local staff are trained and updating CRM in-line with company guidelines.
[Role of Office Administration]
Ensure the operation of the office is compliant with Korean regulations.
Make travel and accommodation arrangements for customers, prospects and Company visitors as required.
Maintain the cashbook and monthly accounts, and submit to the Company as required.
Preparation of purchase orders and mandate letters to service providers.
Answer telephone calls, alerting the appropriate office personnel for the required response.
Liaison with various agencies like insurance, couriers, suppliers etc as per requirement.
Manage stationery and other office supplies.
Assist managers to provide distributors and customers all necessary tender documentation.
Work with local managers on staff development and training to formulate local plan with managers focusing on both technical competence and interpersonal skills
Build and maintain effective working relationships with staff in all functions of the business, particularly operations
Handling of routine sales enquiries into the Korea office, escalating appropriately when necessary.
Conduct ½ yearly customer satisfaction survey and compile report
Manage local office HR administration including interview arrangement, employee attendance, holiday bookings, National Insurance etc.
Willing and able to travel as required.
Carry out any other tasks which may be reasonably requested by the Company.
[Professional Skills / Abilities]
Experience of developing and implementing streamlined sales support and administrative processes.
Good understanding on export and import process and related shipping and payment terms.
Good PC skills with proficiency in the Microsoft packages essential. Experience of managing a CRM.
Proficient PC skills including MS Office
Fluent spoken and written English
High degree of self-organisation whilst recognising the priorities of the sales and customer support personnel.
Experience of successfully managing demands of highly demanding personnel.
Highly numerate with attention to detail.
Experience of working in an international environment.