Quy Nhon Office Manager

ob Summary

• Gardenline has a successful 30 years operating history, commencing in 1992 as a modest import and distribution operation to become one of the leading exporters of outdoor furniture.
• We are seeking a highly organized and efficient Office Manager to oversee the day-to-day administrative operations in our furniture business.
• Objectives of this role
• Maintain constant communication with managers, staff, and vendors to ensure proper operations of the company
• Develop, implement, and maintain the business operating protocols
• Increase the efficiency of existing processes and procedures to enhance the company’s internal capacity
• Ensure that operational activities remain on time and within budget
• Track staffing requirements, hiring new employees as needed
• Train all new onboard employees in their respective function
• Oversee invoicing & accounts payable
• Key Tasks and Responsibilities
• Lead, motivate, and support a small team within a time-sensitive and demanding environment, including career development plans for direct reports and problem resolution
• Manage data collection for the updating of metrics to achieve business growth targets, eliminate errors, and deliver excellent customer service
• Partner with cross-functional teams to improve internal & external communications
• Work closely with the compliance department to ensure all customer expectations are met.
• Conduct revenue reviews by customer & customer performance.
• Details are: 1/ Sale Order Management
• Support and explain the invoicing related to account payable.
• Run Sales order forecast report. Per request from Sale Manager.
• Identifying AUD and USD SO, and direct to person in charge. 2/ Customer's Enquiry
• Leading CSO & Claim team- to evaluate claims and solutions to resolve issues.
• Make decision to proceed with credit claim or stock replacement with the Supply Chain Manager & Claims
• Coordinate directly with the sample team to plan shipping according to customer requirements.
• Complete documents for sample products.
• Assist, explaining & confirm account payable to pay on behalf of customers. (Testing, audit, shipping…. Other local fee)
• Work directly for special requests, regarding contract agreement. (shipping term & documents to support globe FTA...)
• Work directly with photographer and technical team to provide production spec and photo based on requests. VN Designer
• Directly support GLG CS team to answer all enquiries about production specifications and warranty for both VN and China products.
• Support service team for spare parts order and replacement components. 3/ Purchasing Data Management
• Support CSO on stock balance with purchasing history.
• Cross check the actual shipped QTY compare with PO in Capital and make adjustment to matching actual shipped QTY.
• Cross check imputed data entry team upload in Capital.
• Cross check weekly Purchasing balance (Stock & value), make sure each purchasing teams manual data, match with Capital data
• Support Account team for any variance or audit the data between actual supplier invoice and purchased order data in Capital.
• Support Account team for any variance in transactions or audit the data between accrual supplier invoice and purchase order data in Capital.
• Help GLG inventory duty matching data with GI Purchasing. 4/ Shipping Monitoring
• Direct and allocate replace / claimed products and spare part to appropriate shipping containers with the-Supply Chain Manager.
• Directly process and make decisions for transportation plans and execute related shipping documents, including input and output invoices
• Assist, explaining & confirming for any account payable related to shipping and transportation fee both onshore and offshore
• Evaluate and notify management of information related to the maritime export market, transportation cost savings, monthly shipping price report, and annual shipping cost assessments. Make a costing report on ocean freight prices annual.
• Directly advise and handle shipping terms
• Received fortnightly ocean freight quotations.
• Negotiation on freight quotes,
• Container Allocation volume for each individual forwarder.
• Directly coordinate with forwarder for any shipping issue from both locations. 5/ Administrative
• Support HR Manager for new onboard IT related setup.
• Advise them on staff business travel and visa.
• Directly Contact IT Support contractor to setup email, audit laptop.
• Decentralize access to data on the server.
• Procedure and KPI creation
• Claim procedure.
• Shipment cost and approval procedure
• Sample handle shipment procedure.

1. Knowledge, Education, Training

• Bachelor’s degree in Business Administration, Management, or related field preferred.

2. Experience

• Has a proven Managerial background Managing multiple office function 10-15 years.
• Managed a Representative Office for an international business.
• Has Managed or been a part of a Customer service team, working with International customers.
• Have expereince with ERP System: Understand and be able to work.
• 3.

Abilities/ Skills

• Understands time Management and can work in a Fast Paced environment.
• Must Understand and can use ERP systems
• Have a high level of Excel experience.
• Must Understand Import & Export protocols.
• Computer Literate.