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POSITION SUMMARY
This position is responsible for the administration of the business trade/transactions. Incumbent is responsible for all subsequent operations and administrative work involved in the business area. Compiles monthly, quarterly and annual reports with sales data, profit/loss, etc. May be responsible for the inventory of a warehouse, monitoring the business activity of individual customers, and business research. May process routine customer orders.
POSITION RESPONSIBILITIES
- Completes all documentation for the trading/sale of a product(s). Prepares the formal contract (or may supervise the completion) documenting all final specifications of the trade. May be responsible for researching a price structure which requires analyzing production and transportation costs in relation to the selling price.
- Responsible for the transportation of the contract product(s). If supplier arranges for transportation, incumbent reviews all details to ensure that the delivery date(s) are achievable and that the transportation method chosen meets the objective for that project - (cost versus time versus safety). If Mitsui is responsible for the transportation, incumbent coordinates the shipping arrangements, including booking vessels, dealing with customs etc. Must be knowledgeable of the means of transportation and the requirements of the individual customers. Monitors the progress of all deliveries, and coordinates between the shipping and receiving companies to resolve any problems.
- Responsible for researching customer inquiries or notifying customers of changes. Must be knowledgeable about production schedules, delivery dates and instructions, payment schedules, customs requirements, etc. May trace the status of orders that are pending.
- Maintains the accounts receivable and accounts payable records. Completes the appropriate debit memos/vouchers for the contracts. Processes the vouchers. Tracks records on an automated database, so that the monthly, quarterly and annual reports can be issued. Notifies customers of any overdue payments, and then determines the new payment schedule.
- Prepares the documents needed for the financing of the project. Obtains credit approval limits from the Credit department. If required, completes the forms for the Bill for Collection or Letter of Credit. Coordinates with the Finance Department for the processing of these documents and ensures that the financing steps are completed in order to meet the delivery schedule.
- May be responsible for planning, ordering and adjusting the inventory for warehouses in conjunction with the supplier. Requires inventory records as well as corroboration with the supplier.
- May monitor the business projects, sponsored by agencies such as the World Bank or other organization, in the world markets. Provides a preliminary review of the projects, with an analysis of the potential business opportunities. Once a contract is awarded, incumbent assists in its execution.
- Monitors customer business activity. Through frequent contact with customer, incumbent assesses the need for supplies or related products. Determines how this can best be implemented and assists the department staff with increasing business.
- Keeps abreast of all trends, new products and general economic conditions in the industry.
- Prepare Non-Trade Purchase Order (NTPO) in SAP for approval/release by General Manager.
DESIRABLE KNOWLEDGE, SKILLS, TRAINING AND EXPERIENCE
Minimum nine (9) years experience or a combination of training and experience which indicates the ability to do the job. Requires good arithmetic skills with precision, good organizational ability, and the ability to quickly make decisions and then act on them. Requires thorough knowledge of Word, Excel and the procedures for the basic operation of a personal computer. Good communication skills are required, since incumbent is constantly in contact with suppliers, purchasers, transportation companies, etc. Frequent use of the telephone to convey information. Must have a high degree of initiative and self-motivation. Should possess the ability to adapt to a cross-cultural environment.
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