II-VI TAIWAN
JOB DESCRIPTION
TITLE: ADMIN ASSISTANCE
INCUMBENT:
DEPARTMENT: SALES CATEGORY: MONTHLY
PREPARED BY: Christopher Leow APPROVED BY: _______________
DATE PREPARED/REVISED: 2nd Dec 2016
FUNCTION
Sales Operation Support:
Support Sales & Marketing Department in sales administration, operation and marketing activities
Responsible for order processing, open order follow up, purchasing, import and export in Taiwan
Support after sales service – handling of warranty returns and customer complaints reports and analysis.
Perform inventory management and shipment procedures.
Accounting Support:
Invoicing, Booking keeping, Journal Entries, AR/AP, Petty Cash, Fixed Assets and Reports. Work closely with Accounting firm that we hire as a consultant to complete balance sheet reconciliations, intercompany balance confirmations and other ad hoc requests.
Administrative Support:
Office administration
ORGANISAIONAL RELATIONSHIP
Reports To: Sales Director
JOB REQUIREMENTS
Education: Diploma or Degree
Experience: 3 years and above
Special Abilities: Good communication and administrative skills
Able to work independently & efficiently under pressure
Must be proactive & customer service oriented
Good team player
English Language Proficiency
Proficient in MS office software ERP system
DUTIES AND RESPONSIBILITIES
Job Element Weight
1. SALES OPERATION SUPPORT TO SALES DEPARTMENT 30%
Performance Satisfactory When:
1.1 Sales and Purchase Orders are process promptly and correctly.
1.2 Follow up on Open Orders and advise salesperson timely.
1.3 Familiar with IFS system to deal with the sales jobs efficiently and promptly.
1.4 Assist in import of sales parts from inter-companies.
1.5 Support after-sales service – warranty returns and customer complaints.
1.6 Manage inventory via FIFO methods.
1.7 Process customer shipment requests promptly and accurately.
1.8 Reports are prepared promptly and efficiently.
2. ACCOUNTING SUPPORT 30%
Performance Satisfactory When:
2.1
3. ADMINISTRATION SUPPORT 15%
Performance Satisfactory When:
3.1 In charge of general office administration.
3.2 Responsible for office equipment proper functioning.
3.3 General monthly office expense processing.
3.4 General HR support.
4. UNHOLD EXPORT CONTROL PROCEDURES AS DEFINED 15%
AND OUTLINED BY THE II-VI EXPORT CONTROL UNIT.
Performance Satisfactory When:
4.1 Well maintain of records for Export Control File.
4.2 Customer Review Form (CRF) and End Use Certification (EUC) updated promptly and forwarded to II-VI Export Control Unit.
4.3 Ensure CRF and EUC (if needed according to Export Control Regulations) in files for all orders and double check availability prior to shipment.
4.4 Kept apprised of up-to-date table of denial list, specially designated national lists and U.S. State Department debarment lists.
4.5 Knowledgeable of U.S. Department of Commerce and Department of State export regulations that apply to II-VI products.
5. EMPLOYEE RELATIONSHIP 10%
Performance Satisfactory When:
5.1 Communications: Express ideas accurately and succinctly in oral and written form;
5.2 Effectively listens and assimilates, presents organized trains of thought, assures a timely information exchange.
5.3 Teamwork: Develops a cohesive work group. Facilitates commitments and enthusiasms; assures cooperation and coordination among peer departments.
Safety Statement:
● Every employee has the personal responsibility to do everything possible to prevent and report any accident to oneself or colleagues and to put forward suggestions that can improve safety procedures or the environment in the workplace.
● Employees shall Do their part in the implementation of the company’s safe work practices.
● Use any means or appliance provided for their health and safety
● Use correct personal protective equipment in the correct manner.
● Not do anything likely to endanger themselves or their colleagues.
● Report any accident, dangerous occurrence or potential hazard.
● Maintain good housekeeping standards.
● Dispose all toxic substances in the factory to the correct containers for proper disposal by the approved. Understand that Non-compliance with safety rules, procedures or safe work practices may result in disciplinary action.
Employee’s Signature: ___________________ Date : _________________