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- Ensure Sales and Purchase Contracts are signed and exchanged between suppliers and customers.
- Coordinate the delivery of goods in accordance with contract terms and Incoterms.
- Provide shipping information and documents to customers and counterparties promptly.
- Maintain records and control information using Excel, and keep shipping documents filed.
- Address enquiries and complaints from suppliers and customers regarding delivery dates, quantities, and quality control professionally and escalate issues to Managers.
- Maintain accurate and up-to-date records of all metal stock products using Excel.
- Regularly check stock levels and usage amounts, issuing consignment reports monthly.
- Cross-check stock levels with current and pending orders.
- Arrange and attend annual physical stock checks.
- Maintain accurate records of delivery notes, invoices, and purchase orders using SAP systems.
- Record all received and paid money, and submit Payment Requests to the Accounting Department.
- Issue invoices to customers for goods received, in line with inventory records.
- Liaise with customers to chase late payments.
- Renew and apply for Transaction Applications, ensuring business is conducted within approved credit limits.
- Provide necessary information to the internal Accounting Department.
- Provide general administrative support to the team, such as arranging meetings, ordering stationery, and organizing filing.
- Organize travel arrangements for team members.
- Act as the internal IT promoter for the team, using the PEGA system to raise requests.
- Fluent in spoken and written English.
- Experience in sales administration in international import and export business.
- Proficient in MS Office programs (Word, Excel, PowerPoint).
- Experience in exporting international business goods.
- Self-motivated, independent, and a good team player.
- Professional customer service skills.
- Ability to multitask and manage time effectively.
- Experience in contract delivery, raising POs, sales orders, invoicing, and payments.
- Experience in inventory management.
- Attention to detail.
- Good written and verbal communication skills.
- Problem-solving skills to resolve issues between customers and suppliers.
- Fluent in Japanese (written and spoken).
- Knowledge of SAP or other accounting software.
- Knowledge of Incoterms.
- Experience with currency exchange.
- Experience in administration within commerce and foreign trade in import and export business.
- Finance administration skills.
- Experience coordinating logistics between suppliers and customers.
- Handling customer and supplier enquiries.
