Senior Assistant, Admin

Key Responsibilities

• Handle customer enquiries via email, telephone, and walk-in channels for commercial MAN Truck, BYD (T3), and OEM customers.
• Prepare and issue quotations for internal and external customers based on enquiries and parts requirements.
• Coordinate with the Procurement team to obtain and verify pricing for quotation preparation.
• Verify part numbers and specifications using the MANTIS and BYD (T3) systems.
• Check parts availability and stock status to support quotation preparation and stock ordering.
• Coordinate with ST Synthesis to verify parts accuracy and ensure the correct parts are prepared for customer delivery.
• Arrange parts delivery upon confirmation of customer orders.
• Manage cash sales by ensuring customers verify parts prior to payment, particularly for items such as windscreens.
• Process order cancellations and ensure relevant records are updated accordingly.
• Prepare Certificates of Conformity (COCs) and supporting letters for customer orders.
• Coordinate with customers regarding outstanding payments and follow up with the respective account owners on payment status.
• Update monthly Parts Department reports, including the number and value of quotations issued.
• Inspect and verify parts received from ST Synthesis against work orders to ensure accuracy.
• Process and manage e-stock transfers from ST Synthesis.
• Update OTMS with attendance records for non-executive staff.
• Perform other ad-hoc duties and administrative tasks as assigned.

Requirements:

• Proficient in Microsoft Office (Excel, PowerPoint, Word).
• Good communication and interpersonal skills. Team player with a positive and collaborative attitude.
• Able to multitask in a fast-paced environment.