ob Summary:Gardenline has a successful 30 years operating history, commencing in 1992 as a modest import and distribution operation to become one of the leading exporters of outdoor furniture. We are seeking a highly organized and efficient Office Manager to oversee the day-to-day administrative operations in our furniture business.Objectives of this role• Maintain constant communication with managers, staff, and vendors to ensure proper operations of the company• Develop, implement, and maintain the business operating protocols• Increase the efficiency of existing processes and procedures to enhance the company’s internal capacity• Ensure that operational activities remain on time and within budget• Track staffing requirements, hiring new employees as needed• Train all new onboard employees in their respective function• Oversee invoicing & accounts payableKey Tasks and Responsibilities• Lead, motivate, and support a small team within a time-sensitive and demanding environment, including career development plans for direct reports and problem resolution• Manage data collection for the updating of metrics to achieve business growth targets, eliminate errors, and deliver excellent customer service• Partner with cross-functional teams to improve internal & external communications• Work closely with the compliance department to ensure all customer expectations are met.
Conduct revenue reviews by customer & customer performance.Details are:1/ Sale Order Management• Support and explain the invoicing related to account payable.
Run Sales order forecast report. Per request from Sale Manager.
Identifying AUD and USD SO, and direct to person in charge.2/ Customer's Enquiry• Leading CSO & Claim team- to evaluate claims and solutions to resolve issues.
Make decision to proceed with credit claim or stock replacement with the Supply Chain Manager & Claims• Coordinate directly with the sample team to plan shipping according to customer requirements.
Complete documents for sample products.
Assist, explaining & confirm account payable to pay on behalf of customers. (Testing, audit, shipping…. Other local fee)• Work directly for special requests, regarding contract agreement. (shipping term & documents to support globe FTA...)• Work directly with photographer and technical team to provide production spec and photo based on requests. VN Designer• Directly support GLG CS team to answer all enquiries about production specifications and warranty for both VN and China products.
Support service team for spare parts order and replacement components.3/ Purchasing Data Management• Support CSO on stock balance with purchasing history.
Cross check the actual shipped QTY compare with PO in Capital and make adjustment to matching actual shipped QTY.
Cross check imputed data entry team upload in Capital.
Cross check weekly Purchasing balance (Stock & value), make sure each purchasing teams manual data, match with Capital data• Support Account team for any variance or audit the data between actual supplier invoice and purchased order data in Capital.
Support Account team for any variance in transactions or audit the data between accrual supplier invoice and purchase order data in Capital.
Help GLG inventory duty matching data with GI Purchasing.4/ Shipping Monitoring • Direct and allocate replace / claimed products and spare part to appropriate shipping containers with the-Supply Chain Manager.
Directly process and make decisions for transportation plans and execute related shipping documents, including input and output invoices• Assist, explaining & confirming for any account payable related to shipping and transportation fee both onshore and offshore• Evaluate and notify management of information related to the maritime export market, transportation cost savings, monthly shipping price report, and annual shipping cost assessments. Make a costing report on ocean freight prices annual.
Directly advise and handle shipping terms• Received fortnightly ocean freight quotations.
Negotiation on freight quotes,• Container Allocation volume for each individual forwarder.
Directly coordinate with forwarder for any shipping issue from both locations.5/ Administrative • Support HR Manager for new onboard IT related setup.
Advise them on staff business travel and visa.
Directly Contact IT Support contractor to setup email, audit laptop.
Decentralize access to data on the server.
Procedure and KPI creation• Claim procedure.
Shipment cost and approval procedure• Sample handle shipment procedure.
Knowledge, Education, Training: Bachelor’s degree in Business Administration, Management, or related field preferred.
Experience:• Has a proven Managerial background Managing multiple office function10-15 years.
Managed a Representative Office for an international business.
Has Managed or been a part of a Customer service team, working with International customers.
Have expereince with ERP System: Understand and be able to work.
Abilities/ Skills:• Understands time Management and can work in a Fast Paced environment.
Must Understand and can use ERP systems• Have a high level of Excel experience.
Must Understand Import & Export protocols.
Computer Literate. Ngành nghề: Quản lý điều hành, Đồ gỗ, Dịch vụ khách hàng Kinh nghiệm: 8 Năm Cấp bậc: Quản lý Hình thức: Nhân viên chính thức Địa điểm: Bình Định
