M/D Totco Operation Coordinator & Inside Sales

Office Base in Taman Tekno - BSD, Tangerang Selatan

Job Description

M/D Totco - Operation Administrator direct reporting to MD Totco Indonesia Country Manager

General Affair

• Arrange crew change Travels of engineers for Rental Operation.

• Handling Air ticket and Hotel Booking for staff and engineers.

• Report field bonus time sheet of Engineers to HR

• Prepare Meals & Transport allowance attendance Staff and report to HR.

• Prepare HSE Monthly Report & Mileage to HSE Dept.

• Report MDT Utilization, Driver Timesheet to HR

• Providing administrative support to other departments or projects as needed

• Maintaining employee data record.

Procurement/Logistics Process

• Coordination with Procurement dept. for vendors' quote references.

• Monitoring PO and Invoices from Vendor/ Intercompany transactions (AP Coordination).

• Cross-checking vendor invoice and PO Receipt to Company's ERP System prior send to Finance for Payment process.

• Monitoring Export/Import process, crosschecking EXIM supporting document for PIB Payment in finance Dept.

• Arrange forwarder / DHL for mobilization equipment to customer site / send parts for intercompany parts from the US to Indonesia.

• Registration of new vendor to Company's ERP system

Billing & Operation (Finance Background)

• Create Job Number/tracker number for incoming jobs in repair/rental/service.

• Preparing repair/rental/service quotations to customers.

• Monitoring PO from customers and collecting supporting documents for billing purposes.

• Billing creation by Company’s ERP System and creating Tax Invoices.

• Arrange and send invoices by hardcopy and soft copy to customer.

• Monitoring Unbills / Accruals processes and turn billing to invoicing processes. Target of minimum DSO.

• Closely monitor each month for incurred Aging Receivable (AR) Invoice and constantly follow-up payments from the customers.

• Monitoring inventory reports and able to coordinate closely with the workshop team ensuring both physical and system quantities are 100% tallied and accountable.

• Closing report to finance related to billing and invoicing based on previous month(s) accrual.

• Monitoring Cost Project (COGS Entry and Allocation) for Finance Reporting

• Unbilled & billing report. Collect supporting documents for unbilled reports and submit them to finance

• Prepare monthly M/D Totco Business Unit for Estimation Revenue forecast before the actual end of the month revenue accruals

• Registration Process for new customers via Internal ERP System.

Inside Sales (Support for Sales and Operation

• Calculate Selling price list with Markup cost and create Sales and Service type Quotation via internal Company’s ERP (Oracle JDE) System.

• Assist sales team to follow up and monitor released of Sales & Service Quotations to customers

• Assist workshop technician create reminder system following up certification records for yearly calibration to customers, ensuring continuous yearly calibration and certification.

• Assiting Import Monitoring process to make sure spare parts order will arrive on time