SAINT-GOBAIN ECOPHON
Job Title: Commercial Coordinator
Reporting to: Customer Services Manager
KEY AREAS OF RESPONSIBILITY
· Customer & Internal Liaison
· Sales Order Coordination
· After Sales Service
· Skelmersdale Warehouse Stock Reconciliation
· Stock Control (cover position only)
· General
KEY TASKS
Customer & Internal Liaison
· Telephone enquiries & queries
· Stock availability notification
· Product Price Confirmation
· Order progress updates
· Goods Return coordination
· Customer Invoice Queries
· Customer claims/complaints (initial stages only)
· Liaison with Ecophon AB (supply and logistics)
· Liaison with UK warehouse personnel
· ASM support
Skelmersdale Warehouse Stock Reconciliation
· Carry out weekly stock reconciliation in conjunction with Rosewood Trucking Limited & investigate discrepancies
· Attend bi-annual stock take at Rosewood Trucking premises in Skelmersdale when required (maximum bi-annually). Vehicle, hotel room (if necessary) and expenses would be provided by the Company
Sales Order Coordination
· Input customer orders onto computer system
· Check special prices against corresponding Special Price Agreement (SPA)
· Ensure SPA is received & signed before releasing order for shipment
· Ensure sales orders are checked/signed by a colleague ASAP
· Check sales orders for colleagues ASAP
· Raise Distribution Orders for non stock items
· Check customer credit status
· Release orders for shipment in accordance with customer delivery requirements and within warehouse notice deadline
· Update customer on general order progress and any changes/delays to original delivery requirements - confirm by email
· Update relevant ASM of any order delays/problems
· Use relevant standard faxes for customer notification in line with agreed procedures
· Notify Stock Controller ASAP when orders are received for large quantities which may affect general UK stock availability
· Pass sales orders for ‘Special’ products to Customer Services Manager or Commercial Manager for Item Number creation where relevant and addition to M3 Special Products price list
· Liaise with warehouse personnel to clarify number of pallets for delivery purposes where appropriate
· Liaise with warehouse personnel regarding standard stock, delivery and transport
· Liaise with ASM’s/Commercial Manager regarding specific orders/projects as required
· Invoice deliveries ex Skelmersdale warehouse ASAP following despatch
· Regularly update sales order delivery dates
· Follow all agreed Commercial procedures relating to Sales Order input, coordination and customer notification
After Sales Service
· Respond to customer invoice queries ASAP & within agreed timescale, liaising with Credit Controller when necessary
· Issue relevant credit notes ASAP to ensure prompt customer payment
· Immediately pass customer complaints & claims to relevant Claim Handler/Manager upon receipt, furnishing as much information as possible, including photographs where relevant
· Organise and coordinate Goods Returns in accordance with Ecophon’s standard policy, liaising with Customer Services Manager/Commercial Manager , Warehouse Manager and Stock Controller where relevant
Stock Control Cover
· Maintain stock replenishment as and when required in accordance with standard procedures (not expected to carry out Sales Coordination tasks during cover periods)
· Organise logistics coordination for all UK and Ireland inbound saleable goods/stock
· Order product samples as and when required and under instruction from the Marketing Department
· Carry out other Stock Control related tasks as trained/advised by Stock Controller
·
Logistics Coordination Cover – Direct Deliveries
· Organise logistics of sales orders for delivery direct from Ecophon production unit to UK customer site
· Provide weekly Despatch Report for Direct Delivery orders and circulate to all relevant personnel
· Liaise with transport company and Sales Coordinator regarding delivery date/time to customer site
· Following delivery, check with Sales Coordinator to ensure all expected goods are received and in good condition
General
· Regularly check the GRN file and spread sheet and update
· Provide cover for other Sales Department employees as and when required
· Attend training sessions as and when required
· Carry out other reasonable Commercial related tasks when requested
Basic Job Skills
· Good numeracy & accuracy skills
· Clear & pleasant telephone manner
· Computer literacy
· Understanding of basic Stock Control procedures
· Ability to work proactively and accurately under pressure
· Ability to prioritise daily tasks
· Good administrator
· Good communicator
JOBDESCOMMERCIALCOORD – JIH UPDATE 13/07/15
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