TDWilliamson: Operations Administrative Assistant (Shanghai, China)
- Receives all shipment notifications from TDW offices & transportation requests for incoming equipment requests,
- Checks the order scope for shipments from Europe/India before organizing delivery to Customers,
- Issues shipment notifications of outgoing equipments and products and verifies that all included information is completed and correct,
- Contacts the potential partners, compares the offers (cost and deadline) depending on the destination and based on the packing list ,and submit them to Operations Manager for final selection,
- Makes the transportation request, organizes the shipment and prepares all shipping documents, follows the shipments and sends a claim in case of problem, prepares a copy of the invoice to the Accounting department,
- Makes the request for customs documents and handles all customs formalities,
- Keeps track of the shipments and order expediting, and escalades any issue which may impact the delivery scheduled,
- Tracks shipping costs to insure inbound and outbound costs are recovered,
- Ensures appropriate filing,
- Answers the transport costing requests from the Sales department,
- Places purchase orders with suppliers, monitors parts deliveries, and enters in the IT system the parts coming from suppliers,
- Based on the P.O. form, asks for different offers, submit them to the Operations Manager,
- Has the orders approved by the Service Centre Manager if needed and sends them to the suppliers,
- Ensures follow-up of orders and intervenes to avoid any delay issues,
- Handles all questions from internal department regarding the delivery of materials;
Invoicing process (10%)
- Initiates the invoicing process in the IT system for the consumables & Services,
- Raises third party invoices and controls invoices issued by the centre of excellence,
- Handles the chargeback of all transport costs to the clients and prepares credit notes,
- Makes copies of the invoice and send them to the Accounting department and to the client,
- Processes and follows up supplier’s invoices and intercompany transactions
- Follows the orders in process, updates the IT system
Inventory tracking (10%)
- Ensures accuracy of the inventory according to predefined procedures and that all stock movements are recorded in the IT system;
Office Administration (30%)
- Answers incoming phone calls in the most appropriate way, screens telephone calls, finds out the nature of the enquiry, takes messages, redirects calls as appropriate, assesses the importance and priority of calls and takes appropriate action,
- Maintains log book of incoming documents and invoices and then distribute them to the appropriate person,
- Administers & monitors the need for pantry supplies, stationary, office furniture and communication,
- Maintains & records employees daily attendance and absence ,
- Maintains & records employees leave request and balance,
- Maintains all Statutory documents required from the time keeping office for presentation to authorities on their demand or annual report filing,
- Maintains and updates employee data and other employees data as required by the Finance and Admin Manager,
- Provides administrative support to the Finance manager, HR BP and Legal Counsel as needed,
- Maintains expatriates’ documents, licenses,working permit; monitors the expiration date and immediately alert for the necessity to renew within the required time frame,
- Liaises with E & Y for the documentation required in regard with the expatriate working permit permits and license and ensure follow up is conducted in timely manner,
- Keeps updated records and coordinate with local and regional operations team for all the documentation requited for Work Permits and Visas. Provides China Country Manager, HR and Legal updates on status of all Work Permit and Visa applications,
- Customs clearance support including payment applications, invoicing etc.,
- Other tasks assigned by Service Center Manager;
Company secretarial & filing (20%)
- Registers, maintains and updates company secretarial documentations,
- Maintains and updates ISO, HSE & Quality secretarial documentations,
- Liaises with the approved agent to process the renewal of company licenses and provided the required documents.
- Good understanding of TDW products and services,
- Familiar with custom clearance and shipping,
- Fluent in English,
- Good interpersonal skills (calm, courteous, professional and helpful),
- Good organization skills, accuracy, flexibility, multi tasking and a good sense of initiative,
- IT literate.
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