Customer Service Officer

Job Purpose

We are looking for a Customer Service Officer to join our team. In this role, you will handle daily customer service tasks like taking and processing orders. You will support our Sales team, help the Finance team with invoice issues and assist our delivery drivers when they face problems at customer locations. You will also make sure our actual stock matches what is recorded in our system.

Key Responsibilities

1. Taking Orders

• Receive customer Purchase Orders (POs) from sales staff or customers and key them into the Sales Order Management System (SOMS).
• Check customer account status with the Credit Control Team (CCT).
• Compile and update all order details, new customer info and changes into the Material Requirement Planning (MRF) system.

2. Processing Orders & Logistics Support

• Check stock levels, set up warehouse sub-orders and adjust expiry dates for special delivery requests.
• Generate all necessary paperwork including Delivery Orders (DO), Proforma Invoices (PI) and Final Invoices.
• Send the final MRF to production every Friday by 12:00pm and update the Delivery Management System (DMS) for route planning.

3. Customer Service & Problem Solving

• Respond to customer phone calls and emails quickly while keeping customer databases organised.
• Deal with order issues by handling Discrepancy Report Outbound (DRO) forms and issuing Credit Notes (CN).
• Assist the finance team with invoice issues and support delivery drivers with stock discrepancies on the road.
• Check that physical warehouse stock perfectly matches our system records for every transaction.

4. General

• Perform any ad hoc duties as assigned by your supervisor or management.

Job Requirements

• Education: Minimum SPM or Diploma holder.

• Experience: 1 year of experience is preferred; fresh graduates are welcome to apply!

• Skills & Personality:

  • Fast learner who can pick up our computer systems (SOMS, DMS and MRF) quickly.
  • Reliable teammate who adapts well to change and communicates clearly with customers, sales teams and drivers.

• Able to accept 6-month contract.

• Willing to work 5.5 days per week.

• Able to start immediately.