Customer Service & Distribution Executive

Key Accountabilities:

• Process incoming orders for all customers.
• Compilation of bun orders for production before the cut off time.
• Generate DOs, invoices and sales related documents.
• Crosscheck order documents to ensure daily billing/payment done on timely manner.
• Ensure accurate information is recorded and documented for product traceability purpose (quantity, items, UTDs) and in compliance with customers’ requirements.
• Check frozen bun inventory and monitor frozen bun movement. Communicate with Third-Party Logistics Provider on weekly basis to avoid short shelf life exposure/reject.
• Prepare and follow up the necessary export shipping documents.
• Ensure timely submission of related export shipping documents to customers, forwarders, carriers/agents.
• Check and verify all export shipping documents generated.
• Coordinate with customers, forwarders, carriers and agents to ensure the shipment delivery is on track and according to planned shipment.
• Weekly/monthly finished goods closing report.
• Monitor and keep record of bun trays in/out, conduct monthly trays count with DC and customers.
• Check and verify Third-Party Logistics Provider invoices/billings.
• File bun ordering related document/record in neat and tidy manner.
• Calculate and compile order-related statistics and prepare reports for management.
• Update all relevant departments with customer information including new stores opening, customers’ special requirement, change of delivery schedule, store relocation, etc.
• Build good relationships with customers. Communicate with customers for special order arrangement during festive and holidays.
• Assist in Halal application and certification process. Monitor the Halal certificate expiry date and send customers updated certificates prior to expiration.
• Coordinate import and export processes for products, including preparation of shipping and customs documentation, regulatory compliance, logistics, freight coordination to ensure smooth and compliant delivery operations.
• Handle customers complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution (late delivery, short supply, incorrect supply, quality complaint, etc.).
• Work with Finance department in payment collection related activities.
• Participate in Food Safety Management System program (Mock Recall, internal audit, customers audit, etc.).
• Work with all departments to maintain workplace health and safety.
• Promote good inter-departmental teamwork and relationships.
• Perform other task as may be assigned from time to time by the management.

Experience and Skills Required:

• Minimum Diploma in related field
• Minimum 3-5 years relevant experience in manufacturing environment.
• Proven customer support experience
• Preferable with logistics knowledge
• Knowledge of basic accounting
• Ability to multi-task, prioritize and manage time effectively
• Basic computer skills required.

Soft Skills and Other Requirements:

• Excellent communication skills
• Good interpersonal skills
• Attention to details
• Team player
• Problem solving and process improvement.
• Proactive and take initiatives
• Service orientated
• Must be able and capable of working extended hours, on weekends and public holidays (seasonally).