Position Title: Order Management & Admin Assistant
Department: Sales & Supply Chain
Section: Taiwan Market Support
Job Classification: Support Staff
Organizational Relationship
- Reports to: Warehouse and Fulfillment Manager & BD and Sales Director.
- Direct Report/s: None.
- Key Stakeholder Relationship:
- Internal: Warehouse Team, Regional Sales Support, Finance, Procurement, Accounting.
- External: Shipping Agents, Customs, Logistics Providers, Customers.
- Work Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.).
- Work Set-up: Hybrid (Taiwan).
Job Specifications
JOB PURPOSE:
- The Order Management & Admin Assistant is primarily responsible for daily order processing, inventory coordination, and inbound logistics management for the Taiwan market, with additional support for other markets as assigned.
- The role also handles issuing Fa Piao (uniform invoice) for Taiwan customers and performs general administrative tasks.
- This position plays a vital role in ensuring timely, accurate deliveries and operational efficiency.
Key Result Areas
Key Duties and Responsibilities:
- Order Management and Fulfillment:
- Process daily customer orders for Taiwan and other assigned markets.
- Coordinate with warehouse team for daily dispatch and inventory availability.
- Monitor order flow and ensure timely fulfillment and communication with customers.
- Inbound Shipment and Logistics Coordination:
- Work with shipping agents to clear customs for inbound shipments.
- Arrange trucking and delivery from Taiwan ports to the warehouse.
- Prepare required shipping and customs documentation such as packing lists and commercial invoices.
- Invoicing and Local Documentation:
- Issue Fa Piao (uniform invoices) to Taiwan-based customers.
- Support financial and regulatory documentation related to order processing.
- Admin Support:
- Handle administrative tasks such as bank errands, coordination with accounting firms, and document support.
- Assist in ad hoc admin assignments during peak periods or special projects.
- Adhoc: Undertake any other related tasks as deemed necessary for the role.
Profile And Qualifications
- Education: Bachelor's degree in Business Administration, Logistics, Supply Chain, or a related field.
- Work Experience:
- 23 years of relevant experience in order processing, logistics, or operations support.
- Experience in Taiwan logistics, invoicing, and shipment coordination preferred.
- Strong communication in both English and Mandarin is essential.
- Training/License/Certification: N/A.
Professional Expertise
Knowledge, Skills, Attitude (KSA):
- Technical Competencies Order Management: Proficiency in entering, tracking, and managing customer orders across multiple markets.
- Logistics Coordination: Ability to coordinate with shipping agents and trucking services for timely delivery and customs clearance.
- Documentation & Compliance: Experience preparing shipping documents, packing lists, invoices, and issuing Fa Piao in Taiwan. Inventory Control: Skill in tracking and reconciling stock levels and preventing inventory discrepancies.
- Cross-Market Support: Capable of supporting order encoding and processing for other international markets.
- English and Mandarin Communication: Proficient in both written and verbal communication in English and Mandarin for regional coordination and documentation.
Personal Attributes
- Behavioral Competencies: Growth Mindset, Openness, Resilience, Innovative, Customer Centric, Humbleness.
- Specific Attributes: Detail-Oriented: Meticulous in handling orders, documentation, and logistics processes to ensure accuracy.
- Communication Skills: Able to convey updates and requests clearly across cross-functional and cross-border teams.
- Problem-Solving: Proactive in resolving issues related to delivery, stock, and order mismatches.
- Analytical Thinking: Uses data and patterns to adjust fulfillment practices and foresee potential delays or issues.
- Adaptability: Adjusts easily to changing requirements, peak workloads, and evolving operational priorities.
- Collaboration and Teamwork: Works well with internal teams and external vendors, maintaining strong working relationships across regions.
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