Job Description

Job Title:

SOP Officer (Sales Order Processing Officer)

Position:

1 Year Fixed Term Contract (part time-basis)

Functional Area:

Account Management Division

Reporting to:

Sales and Supply Chain Assistant Manager

Office Location:

5 The Square, Stockley Park, Uxbridge, UB11 1ET

Working Hours:

25 Hours per week (09:00 – 14:30pm with 30 minutes lunch break)

The Sales Order Processing Officer’s responsibility is to manage the orders of our customers, liaising with the warehouse, suppliers and other members of the team to ensure their queries are looked after in a timely manner and the goods are shipped in line with customers’ expectations.
There will be a requirement to support with reporting, samples for auditing purposes, and any other ad-hoc tasks that may arise.

Main Duties Description:

• Sales Order Processing for all Mitsubishi Air-conditioning products (Units, accessories, spare parts) which includes the following tasks:
  • Daily processing of sales orders in our system
  • Tracing and release of Back Orders in our system
  • Preparing and supplying the necessary documentation (P/L, Proforma invoices, order confirmations) to our customers
  • Liaising with stakeholders by phone and/or email answering enquiries regarding sales orders, stock availability and Orders ETAs
  • Liaising with the Warehouse staff to resolve delivery and stock issues.
  • Cooperate with vendors and manufacturing plants to establish shipping priorities and resolve delivery issues from customers.
  • Work together with other team members to reallocate/share stock among customers to maximise the use of the stock.
  • Consult with Technical Team (Pre/After sales as appropriate)
  • Release Stock and Control aged back orders daily to support inventory management.
  • Filing of necessary shipping documentation (POs, Bill of lading, Waybills, invoices, credit memos, etc)
  • Assisting during the auditing process
  • Ensure correct taxes/VAT, incoterms are applied
  • Maintenance of internal reports
  • Maintenance and management of database for new items
  • Cover other team members in the event of an annual leave, sick leave.
  • Ensure proper maintenance of Customer Database, including deleting unnecessary delivery and billing addresses.
  • Update of excel file with customer cards.
  • Track shipments; proactively communicate delays, alternatives, and delivery confirmations
  • Assist with the billing process
  • Any other Ad-hoc tasks

Experience, Knowledge and Skills:

• Entry level experience in Sales Order Processing.
• Good analytical and numerical skills
• Detail orientated & Accuracy
• Good Communication skills
• Excellent Customer service attitude (internal/external)
• Time management
• Customer Focus
• Proactiveness
• Teamwork and cooperation
• Personal responsibility
• Commercial awareness
• Ability to manage priorities.
• Initiative and problem-solving attitude.
• MS Office (Advanced - Excel is key)
• Microsoft Dynamics 365 Business Central (nice to have)
• Incoterms 2010 knowledge
• System Savvy

Education:

• English and Maths GCSE Grade C or above, or equivalent

You may be required by the Company to undertake any duties within your skills and capabilities, which the Company considers necessary to meet business needs.