
Operations Administrator
2 weeks ago
Job Overview
Key Responsibilities:- Receive customer calls and respond to their queries after consulting relevant departments.
- Follow up with customers for outstanding payments.
- Ensure timely dispatch of promotional materials, accounts statements, and inventory to customers.
- Manage the administration/order desk email ID and update customers on order acceptance, dispatch details, and follow-up on order closure.
- Inform warehouses about urgent orders and special requests from valuable or key customers.
- Provide details of consigned goods dispatched and follow up with transporters until delivery to customers.
- Handle all documents related to dispatch, payment, and general letter correspondences at the front office.
- Maintain records of all orders received and update the details through MIS.
- Assist the accounting team in drafting letters to customers.
- Study website operations and ensure that website orders are dispatched. The back-end website involves uploading new books and inventory updates on the website.
- Study infringement/copyright files and document them.
- Coordinate all infringements and copyrights issues with the trust lawyer.
- Study files in the General Manager's office and assist the GM in necessary filing and correspondence.
- Oversee the preparation and sending of inventories statements to customers.
- Monitor the re-order level of books in each warehouse and suggest stock management strategies to the GM.
- Maintain EPABX reports.
- Call all missed calls after work hours/days.
- Provide marine declarations, parcel declarations, and other export-related documents.
- Coordinate with clearing agents for export orders.
- Maintain stationary stock and place orders as required.
- Manage all books in the pre-press process, including status and printer updates.
- Maintain regular records of files in both the trustee's office and the BBT front office.
- Keep track of courier documents and post parcels.
- Ensure the office is well-maintained according to the provided checklist and update schedules accordingly.
- Respond to staff and customer inquiries regarding office maintenance.
- Follow up with vendors for scheduled maintenance.
- Handle escalation calls from customers or staff.
- Generate reports and validate them on a weekly, monthly, and yearly basis.
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