Commercial Administrator

4 weeks ago

Shanghai, China Oxford Instruments Full time

Role Details

Business, Location:

Andor, China

Role:

Commercial Administrator

Reports to:

Sales and Marketing Operations Manager - Andor

Direct Reports:

None

Primary Purpose:

Responsible for the compliance part of business orders, assist sales and

corporate legal and compliance departments to complete the end user validation, export license application, end user check etc.

Key Responsibilities

Compliance

Review PO, contracts and End User Undertake form and make sure the documents are consistent before submitting to legal for EL application. If there is any inconsistency or doubt in the business documents, needs to communicate with the sales/agent to understand the reason to ensure that the order is placed normally. Complete the End User Validation Process based on Company’s export control procedures. Obtain compliance documents from customer/distributor and end user and obtain internal commercial documents from order process Commercial Administrator, and then submit the export license application with Legal. Online check the status of export license application Monthly/Bi-weekly based on EL Status, as well as for provisional inquiry from customer. Based on the production status and delivery date of the order, align with the sales/legal whether to take 2nd End user check and when to complete the end user check if required. Create Report on export license application monthly. Assist and provide explanation on order audit. Communicate update process with customer and Andor sales according to company’s update policy. Assist Sales to complete Export licence applications requirements checklist and other compliance confirmation if required.

Bid Support

Assist Sales to issue Andor authorization letter and after-sales commitment letter for tender. Need to understand if document can be stamped, whether there is enough information provided by sales and distributor, and whether it has been approved by legal and China head of sales. Assist stamp, express the stamped original document and e-copy filing. Sort out updated Andor bid replated template through communication with legal and sales. Sort out Andor order data for performance certificate in tender.

Contract Signing

Understand each distributor and OEM company and then Stipulate Andor contract template for them. Align with sales and order process Commercial Administrator and assist sales to confirm the lead time for each contract. Get contracts from distributor and OEM company and submit contracts to legal and head of sales for approval. Once contracts signed and informs order process Commercial Administrator to enter order in the Andor production system.

Demo Loan Agreement

Get demo loan agreements from demo demander and submit to legal for approval. Once approved and inform others to ship the demo. New Demo apply from Belfast to China. Complete the Internal demo purchase process.

Other assigned work may be required.

Brochure and gift distribute and register for marketing events.

Indicative Performance Measures

Customer Satisfactory Levels. Relations and feedback from customers and distributors. Orders Process Value and Quantity. EUU Application Feedback.

Person Specification – Essential requirements unless stated

Education / Qualifications:

Bachelor’s Degree in business related major. Previous experience acting in a customer-facing/ commercial role in a business environment. Experience in international trade is preferred.

Professional Skills/ Abilities:

1+year's sales assistant/commercial administrator working experience in foreign enterprise. Be familiar with INCOTERMS, as well as practical experience in international trade. Be familiar with documentary L/C process. Proven skills in trouble shooting in the field.

Personal Qualities:

Strong verbal and written communication. Computer literacy. Able to work on own initiative and as part of a team. Results Orientated. Character capable of building good rapport with a wide variety of personalities and cultures.

#LI-TJ1

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