1. Order and Inventory Management:
- Monitor and manage the quantity of tendered goods to ensure sufficient supply for orders.
- Responsible for placing orders and coordinating with relevant departments (warehouse, accounting) to ensure orders are processed accurately and on time.
- Carry out procedures for receiving goods from suppliers, checking the completeness and accuracy of goods and accompanying documents.
2. Sales Support and Debt Reconciliation:
- Support the sales department in preparing quotations, contracts, and documents related to tender packages.
- Periodically check and reconcile receivables from customers and payables to suppliers to ensure data accuracy.
- Coordinate with the accounting department to monitor and expedite debt payments.
3. Payment and Budget Management:
- Prepare and monitor monthly payment records for the tender department (transportation costs, office expenses, etc.).
- Manage the approved budget of the department. Prepare, consolidate, and process payment procedures for business trip expenses (travel, accommodation, client entertainment) for department staff.
4. Customer Service and Information Coordination:
- Receive calls, emails, and requests from customers (hospitals, medical centers, health departments).
- Provide basic support and customer care, and promptly forward information to relevant departments for proper handling.
5. Document and Reporting Management:
- Systematically manage, organize, and store tender documents, contracts, reports, and other important departmental documents (both hard copies and electronic files).
- Responsible for drafting, editing, and presenting periodic or ad-hoc reports as required.
6. Other Tasks:
- Perform other administrative duties as assigned by the Department Head or Board of Directors.
- Support the organization of departmental meetings and events.
