ADMINISTRATION

• Manages calendars, arranges for internal/external meetings, appointments and travel bookings when required.
• Manages pantry and stationary supplies.
• Administrator for all resources like company badges, mobile phone, office line, equipment(printer), and other shared office services.
• Maintain records of APAC Textron employees contacts and emails.
• Consolidate all employees overtime monthly for finance to process.
• Concierge support for customers if required.
• Approve and submit IT resource approval for Singapore Service Center shared folders.
• Assist in organization of team building activities and company events.

FINANCE

• Manage vendor's Purchase Request/PO/Invoices process to comply with Finance team requirements.
• Aged debt reminder to customers

PROCUREMENT

• Sourced vendors for special project's needs and negotiated contracts.
• Set up new vendor request.
• Support finance on check/wire transfer payment application to customer account and credit card payment
• Monitor credit limit on customers to ensure they are within/below the range
• Act as credit collector to customers who are nearing or beyond their net term to ensure they make their payment on time and arrange for payment plan when necessary
• Generate statement of account for all customers that has outstanding payment for maintenance invoices
• Support information for finance analysts on the billing efficiency or hours affected when required

RECORD RETENTION

• Ensure compliance with the Retention Policy and Retention Table for Singapore Service Center.

TRAINING ARRANGEMENT

• Arrange type training for all maintenance personnel as requested by Maintenance Manager
• Assist with all bookings/enrolment - training, accommodation, flight, transportation.
• Work with HR to develop bond agreement for all maintenance personnel attending type training.

BILLING

• Generate deposit invoice, debit memo, credit memo for vendor services, warranty claims, tool rental and aircraft hangarage.
• Generate estimates price on project status when required for PIA account
• Generate manual commercial invoice when needed.
• Ensuring tax in system, billable labor hours and miscellaneous charges are allocated appropriately. Manual update in SAP required to zero-rated tax for each work order.
• Cross check all parts ordered quantity with issued quantity in the revision.
• Make sure all parts PO statuses are completed and remind engineers to all unused parts
• Compile soft copies of invoices with signed proposal QAQ, COA, MTR, engineering record as supporting documents
• Generate travel expenses report for go team to add as cost in SAP
• Handle and support audit enquires for finance team
• Troubleshoot and clear of un-bill settlement of invoices in WIP report from finance
• Work closely with the MRO planner on the status of aircraft maintenance projects

WARRANTY

• Submit and monitor warranty claims on Textron e-commerce portal
• Submit and monitor warranty claim to vendor portal on behalf of customers
• Monitor credit claim received from vendor and apply to customer account accordingly
• Monitor denied claim and rectify reason with engineers.
• Inquiry on validity to warranty team

QUOTATION

• Generate proposal for Hangarage request
• Ensure parts order shipment and freight cost are accurate.

OPS SUPPORT

• Parts tracking
• Revision creations in SAP
• Customer Progress Status Report preparation
• Vendors sourcing for direct parts/materials/tools.

Other tasks as assigned by management.

QUALIFICATIONS

• Minimum 3 years experience in similar role
• Proficient in use of standard office equipment and Microsoft Office applications (Word, Excel, PowerPoint, and Outlook)
• Dynamic and proactive personality, ability to work with teams
• Solution driven and structured way of thinking
• Self-starter and with a can do mentality
• English language knowledge (spoken and written)
• Aviation experience favorable - not essential