Spare Parts Administrator

at  Wrtsil

SPARE PARTS ADMINISTRATOR

Wärtsilä is an innovative technology company known for being a forerunner in the Marine and Energy markets. Every day, we – Wärtsilians - put our hearts and minds into turning Wärtsilä’s purpose of enabling sustainable societies through innovation in technology and services into reality. Our ultimate aim is to provide increased value to both our customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of.
We want to transition the world towards a decarbonised and sustainable future. By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent – want to join the ride?
As ANCS (Automation, Navigation & Control Systems), we transform how vessels perform to create the safest and most efficient journey for our customers – always with the vision in mind to navigate towards a more sustainable maritime industry. With our rich history of pioneering maritime technologies, we have defined industry benchmarks.
To be better tomorrow, we need the right talents today to complement our strong team of 650 employees in over 10 countries across the globe with the right skills, experience, and a winning attitude.
We are looking for Spare Parts Administrator to join our team. This is a permanent opportunity, and its location is near Pandan Crescent, Singapore.
About the Position:

As a Spare Parts Administrator, your work will focus on these responsibilities:

• In general, to execute the quote-to-cash process by preparing quotes, managing orders and other spare parts flow-related activities and work towards customer satisfaction, especially in the Navy segment.
• Manage Navy customer inquiries on spare parts pricing, availability, and order processing.
• Prepare the quote and send out Navy customer offers for spare parts or deal with offer requests from their webservices, where applicable.
• Verify the accuracy and completeness of order information, including part numbers, quantities, and delivery addresses.
• Follow-up customer orders for delivery on-time and in-full- and all-time proactive backlog management.
• Coordinate with relevant departments / stakeholders such as procurement, warehousing, logistics, import/export, tax, finance, accounting & controlling as well as technical support to ensure smooth order processing and fulfilment.
• Monitor order status and provide regular updates to stakeholders, including estimated delivery dates and any potential delays.
• Generate and maintain accurate records of spare part orders, including order details, invoices, shipping documents, and tracking information.
• Ensure proper documentation for all transactions, adhering to company policies and procedures.
• Collaborate with relevant teams to resolve any issues, such as order discrepancies, damaged or defective parts, shipping delays, VAT related concerns.
• Process customer requests for return of spare parts and other spare parts-related claims.
• Identify opportunities to streamline spare part order processing workflows and improve efficiency.
• Support actively in Integrated Logistic Support (ILS) meetings (also overseas).
• Proactively collaborating with ERP system Master Data team to update the files in the ERP system with component data and related documentation.
• Making Support Material Plan in close cooperation with Sourcing and Obsolescence Management
• Follow up on non-conformity issues and work to provide resolution to customer leverage privileged customer interface position to maximize sales potential participate to customer review on commercial actions.
• Monitoring of account receivables.
• Assisting other team members as required and promptly take action to resolve Quality/Design issues.
• Supporting stakeholder management, of external and internal stakeholders.

PERSONALITY / DESIRED BEHAVIOUR

• You are well-organised and continuously looking for improvements in your job. You have an analytical approach to solve problems.
• You have a high work ethics.
• You are a team player, ready to make the effort for the team to achieve success.
• You have a customer focused attitude and are persistent to find solutions for our customers.
• Excellent communication skills, both written and verbal - to the point and customer oriented
• Fluent English (communicate effectively in writing and verbally)
• You can facilitate change. And can multitask, prioritize, and manage time effectively in a fast-paced environment.
• Develop self and others.
• Situational and cultural sensitivity
  Please note that according to Wärtsilä policy, voluntary consent for a background check is required for candidates being considered for this position.

TO BE SUCCESSFUL IN THIS ROLE, YOU SHOULD HAVE FOLLOWING SKILLS:

• Business/Engineering diploma or bachelor’s degree.
• Good knowledge in trade, supply, industrial retail, preferably spare parts and logistics, preferrable with a background covering mechanical, electrical or electronic engineering.
• ERP System proficiency, we are using SAP.
• Certificate in Logistics is a plus.
• 3 to 4 years of working experience, however we encourage fresh graduates to apply as well
• Skilled in Microsoft Office package and other collaboration tools
• Ability to travel overseas.
• Ability to work both independently and as part of a team.
• Able to manage priorities and multiple customer requests.

As a Spare Parts Administrator, your work will focus on these responsibilities:

• In general, to execute the quote-to-cash process by preparing quotes, managing orders and other spare parts flow-related activities and work towards customer satisfaction, especially in the Navy segment.
• Manage Navy customer inquiries on spare parts pricing, availability, and order processing.
• Prepare the quote and send out Navy customer offers for spare parts or deal with offer requests from their webservices, where applicable.
• Verify the accuracy and completeness of order information, including part numbers, quantities, and delivery addresses.
• Follow-up customer orders for delivery on-time and in-full- and all-time proactive backlog management.
• Coordinate with relevant departments / stakeholders such as procurement, warehousing, logistics, import/export, tax, finance, accounting & controlling as well as technical support to ensure smooth order processing and fulfilment.
• Monitor order status and provide regular updates to stakeholders, including estimated delivery dates and any potential delays.
• Generate and maintain accurate records of spare part orders, including order details, invoices, shipping documents, and tracking information.
• Ensure proper documentation for all transactions, adhering to company policies and procedures.
• Collaborate with relevant teams to resolve any issues, such as order discrepancies, damaged or defective parts, shipping delays, VAT related concerns.
• Process customer requests for return of spare parts and other spare parts-related claims.
• Identify opportunities to streamline spare part order processing workflows and improve efficiency.
• Support actively in Integrated Logistic Support (ILS) meetings (also overseas).
• Proactively collaborating with ERP system Master Data team to update the files in the ERP system with component data and related documentation.
• Making Support Material Plan in close cooperation with Sourcing and Obsolescence Management
• Follow up on non-conformity issues and work to provide resolution to customer leverage privileged customer interface position to maximize sales potential participate to customer review on commercial actions.
• Monitoring of account receivables.
• Assisting other team members as required and promptly take action to resolve Quality/Design issues.
• Supporting stakeholder management, of external and internal stakeholders