Sales and Admin Support

vor 1 Tag

Wien, Österreich Hop Lun Group Vollzeit

**HOP LUN**, a company in lifestyle intimates brand of lingerie, swimwear and loungewear with headquarters in Hong Kong, is looking for Sales & Admin Support in

Austria (Wien).

**Job Title**

Sales Support & Admin Assistant

**Responsibilities**:
**SHIPMENT TRACKING**
- Updating the Delivery schedule with the shipping information as provided by
CHINA shipping team including ETD and ETA dates
- FOB orders - arrange shipping documents, proforma invoices and customer forwarder’s details
- Keeping a good track record of all changes related to orders; delays, shortages, customer delay approvals
**MANAGING DELIVERIES**
- Give clear delivery instructions to forwarder (Walkers) on the Pre-Alert
- Where necessary, request the booking directly with customers
- Liaise with Walkers and customers to achieve the best in-house date
- Minimizing delivery costs by consolidating orders wherever possible
- Update the delivery schedule with shipments and booking information
- Maintain a clear log of all changes to orders from ex-factory to delivery to last mile
- Liaise with the customer in case of any delivery delays/refusals and manage re
- booking of goods
- Request POD’s for any missed cartons from GEFCO are reported
- Manage Claims and Credit notes for non-delivered goods
- Provide HK team with “unshipped reports” when requested
**INVOICE MANAGEMENT**
- Monitor AR on a weekly basis
- Chase payments with top customers
- Escalate serious payment issues to your Line Manager
**CLAIMS**
- Help to complete Claim forms following HK requirements
- Forward Claims to your Line Manager for approval and further action
- Forward any CN to customers
**SALES ADMIN - **support the sales team with ad hoc requests

**a) OFFICE Management**

Check and order office supplies (paper, tee, coffee, soap etc.)

**b) SHOWROOM**
- Keep showroom tidy and up to date with new samples
- Post samples to customers on request
- Assist the office meetings with refreshments and help prepare the room
- Overall responsibility for the samples inventory and planning and circulating samples to distributors and buyers
**ORDER PROCESSING**
- Assist the Sales team with order follow-ups
- Check customer’s orders for correct styles, prices and delivery dates
- Discuss any shortages directly with the customers
- Enter all orders into the Delivery schedule by contract number/ customer/season/ product details/qty/ value/ cut-off date/customer delivery date
- Communicate any delivery related changes directly with customers
**CUSTOMER TEMPLATE COMPLETION**
- Where necessary, help complete customer’s templates
- supplier copy by adding style references, COO, wash care instructions, fabric comps, product features, EAN’s)
- Ask Order processing team to assist with adding EAN codes
- Liaising with the customer and HK marketing team where images and product descriptions are requires
- Ensure that information is received promptly allowing customers to upload this information directly into their websites
**Requirements**:

- At least 3 years professional experience in Sales & Admin Support
- Preferably experienced in CRM tools;
- Languages: German and English is required; knowledge of other languages may be beneficial.
- You attach importance to providing a good service and you like to think along with our customers.
- With your positive attitude you make the difference; you see opportunities rather than problems.
- You have a proactive and commercial attitude.
- It goes without saying that you are precise in your work, with attention to detail.

**Job Types**: Full-time, Permanent

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