Customer Service Administrator
Job Summary
The Customer Service Administrator is responsible for managing customer orders, maintaining master data in the ERP system, and coordinating closely with internal teams and external logistics providers. This role ensures timely order processing, accurate billing, efficient handling of customer inquiries, and smooth warehouse and shipping operations. Additionally, the administrator supports financial audits, payment tracking, and handles customer feedback and complaints.
Responsibilities
- Process customer purchase orders and maintain ERP system data
- Coordinate with production, logistics, and warehouse teams for shipments
- Handle customer billing, accounts support, and generate reports
- Manage customer complaints and feedback effectively
Required Skills
- Business English proficiency
- Familiarity with Incoterms and shipping/logistics
- Experience with ERP systems like Oracle
- Strong Microsoft Excel skills and multi-tasking abilities
Job Details
- Receive purchase orders from customers via email/fax or downloaded from customer portal and order entry into company ERP system, provide order acknowledgement and manage order changes upon customer request.
- Ensure accurate and timely entry of customer orders into ERP system.
- Manage and maintain vendors, customers master data and product master data in the system.
- Work closely with the production and operations team to provide customers with timely updates, ensure orders are shipped in correct shipping terms, approved sample request is followed through, on time submission of quality reports, manage customer returns (if any), COO documentation and feedback complaints to the respective stakeholders.
- Act as a facilitator between factory logistics team and logistics provider on shipments clearance matters and if needed, to deal directly with the customs authority.
- Main contact to 3rd party warehouse pertaining to incoming shipment, checking inventory accuracy, shipping arrangements and coordination of value-added work if required.
- Notify and arrange deliveries to customers in accordance to their order request.
- On time billing to customers once orders have departed from the factory or any other designated pick up locations instructed by the Operations team.
- Support checking the accuracy of goods purchased, logistics and warehouse charges before invoices are processed into the ERP system.
- Work closely with the finance team on payments, collections, and other expenditures.
- Provide billing aging reports to customers on a monthly basis.
- Record and process customer complaints, provide feedback and support to the related stakeholders.
- Generate timely reports.
- Ensure daily work is carried out in accordance with the company policy.
- Support company yearly financial audit and any other adhoc assignments assigned by the management.
Requirements
- Business English
- Familiar with Incoterms
- Previously involved in logistics/shipping
- Previous experience using ERP system (Oracle) or customer service experience in related field
- Microsoft Excel skills
- Multi tasking and can work in a fast-paced environment.