Senior Sales Admin & Planning Executive

Roles and Responsibilities:

Sales Admin & Planning

• Support the implementation of regional sales admin and planning strategies, ensuring all activities are in line with Japan HQ’s business requirements.
• Translate and localize strategic sales admin and planning directives, initiatives, business correspondence, presentations and documents from Japan HQ into clear, actionable operational plans for the local and regional subsidiaries for alignment.
• Compile data, prepare detailed sales planning and logistics reports for management review and for communication with Japan HQ.

Logistics

• Oversee all shipping arrangements, including coordinating with freight forwarders for flight bookings, packing, and preparing shipping documentation.
• Arrange and manage local deliveries, including preparation of delivery orders.
• Prepare and submit logistics-related data to the Japan HQ’s Export Control Section, including customer Letters of Authorization (LOA), transaction screening sheets, VT/VC renewals, half-year cost submissions, and annual re-export reports.
• Coordinate the arrangement of parts and tools required for installations.

Parts control

• Process purchase orders (PO) for WWPC, subsidiaries, manufacturers, and labor support as required in Japanese.
• Responsible for weekend emergency order standby (7:30 am – 9:00 am) and weekday working hour rotations (8:00 am – 4:30 pm; 9:00 am – 5:30 pm).
• Manage all aspects of inventory control, including daily movement data entry, internal delivery order processing, and monitoring parts usage.
• Coordinate the return, repair, and investigation of quality issue parts with WWPC.
• Manage the return process for recycled parts to WWPC and monitor returns from customers, including physical condition checks, shipment, outstanding reports, and return status updates.
• Conduct quarterly stock takes and monthly inventory data checks.
• Prepare and issue warranty fee invoices to the Japan HQ’s Service Strategic Department.
• Maintain and update exchange rate lists on a monthly basis.
• Maintain accurate documentation and filing of all related records.

Sales support

• Responsible for customer-related activities, including billing, invoice distribution, and preparation of quotations for parts and services.
• Advise customers on shipping schedules for parts and tools.
• Monitor outstanding purchase orders related to completed services or deliveries.
• Coordinate monthly inventory reconciliation and update service contract credit balances in collaboration with the Accounting Department.
• Support month-end closing activities, including updating sales and cost data and preparing relevant reports.
• Track and follow up on outstanding customer payments.
• Liaise with external auditors for sales, cost, and inventory evaluation processes.
• Perform quarterly inventory write-downs and prepare related reports.

Administrative Duties

• Raise Beeline system issues with the Japan HQ support team as needed.
• Manage Japan HQ calendar order requests.
• Allocate costs for expense and forwarder invoices.
• Issue purchase orders for expenses and process related invoices in the Tender Board system.
• Provide administrative support for installation projects.
• Other ad-hoc duties as assigned by management.

Requirements:

• Diploma in a Business Management or relevant field.
• Minimum 8 years’ experience in logistics, sales admin and planning in Precision Semiconductor industry, handling high volume of transactions in fast paced environment.
• Experience in implementation of sales admin and planning strategy, translate Japan HQ’s Sales Planning directions, strategies and policies to apply to local and Asia subsidiaries.
• Excellent communication skill in business level Japanese language to prepare and present sales planning report, sales admin, and logistics business report and liaise with Japan HQ and other business stakeholders.
• Proficiency in MS Office, Beeline system and Tender Board system.
• Ability to work in a fast-paced environment with rotating weekend standby for emergency order processing.
• Attention to detail, excellent organizational and multitasking skills.