Job Description

Company : Associated Equipment Division
Service Operation
1. To handle all service and repair enquiries from customers related to
the following:
- Service call opening (non-PM Jobs)
- Service call closing/invoicing
- Purchase Requisition (PR) issuance for local parts and back-order
parts to SDI Parts Operation-HO
- Parts return for service and repair jobs
- Specific form issuance (e.g., Invoice Back-out form, Opening
Credit Account, raise exemption form for suspense customer
account, CNRM for customer CN request, etc.)
- Maintain proper filing for all documents related to the
service/repair jobs.
2. Monitoring timecard on daily and monthly basis with report and to do
the data entry of timecard.
3. To check and do data entry for labor, parts and misc. prior job
invoicing.
4. To work with PSS and Regional Head in order to monitor any
outstanding service, repair or parts ordering that require immediate
action to be taken.
5. To coordinate with various supply chain including vendors, AED Parts
Operation Department, and warehouse from other branches on the
matters related to service operation.
Parts Operation
A) Clerical
1. Quotation creation
2. Sales order creation from all customers including walk-in customers
3. Invoicing to customer, maintain parts invoice record keeping & filing
4. Update customer for any backorder item and raise PR for backorder
item
5. Forecast replenishment stock order
6. Coordinate parts delivery with HQ & local parts delivery with
appointed OVR vendors
7. Inventory management:
- To conduct monthly stock count (upon request)
- Ensure no outstanding weekly housekeeping in AX (weekly
basis)
- Parts service return (Creation in AX, Physical checking etc)
8. To raise PR for non-trade items to shared services
9. To advise estimate time arrival (ETA) and review need-by-date (NBD)
10. Maintain proper filing for all documents related to parts operations
B) Accounting
1. To raise Sundry Parts Sales invoices for credit sales to customers service
department and branches. To ensure correct discount and account is applied.
2. To check the customer's outstanding balance before releasing of parts.
C) Administrative
1. Act for the storekeeper as at when required or whenever the Storekeeper
is on leave.
2. Ensure all fixed assets are well maintained including small value assets
(tools).
3. Control monthly external expenses (e.g., Transportation, Stationary & Small
Tools).
4. Request vendor quotation for any service job / local parts purchase.
5. Raise purchase requisition form (PR) for Parts & Service purchases including
non-trade items.
6. Ensure all documents (vendor quotation. customer PO, approved PR) are
submitted/attached for PO request.
7. Request vendor statement to ensure no long overdue vendor invoice is
pending issuance of PO.
8. Ensure correct information like financial dimension, SOS code,
procurement category etc. is provided/selected for AX transactions.
9. Ensure all customers' payment slips are forwarded to finance personnel for
posting.
10. Assist ESS/RH to raise Sales Order for equipment sales. Email documents
(SO/AEI/T2/Customer PO/signed quotation/payment slips/LU (whichever
required) to finance personnel.
11. Ensue no outstanding for all Cash Sales Accounts. Customer payment slips
for cash sales account is submitted immediately to finance personnel for
posting in AX.
D) Counter
1. Promote, sell, and process sales order over the counter or through other
means of communications.
2. Assist customers in problems regarding parts calls, enquiries, sales etc.
3. Maintaining accurate daily cash sales record and send the report to branch
cashier.
4. Maintain proper filing of relevant supporting documents for all AE
Parts/Service invoices
5. Scan invoice and email to MEX (SDP Finance) to get the payment.

Skills Required