FUNCTIONS AND RESPONSIBILITIES

Macro Process

Sub-process / Focus Area

Specific Responsibilities

1.

Business

Support

SO Order

- Create SO order in ERP system.
- Follow-up the SO order status, including shipping status, registration status, customer payment status etc.
- Modify the SO order in ERP, reconfirm with distributors about the updated SO and finish signature on SO
- Create DN1 & DN2, inform logistics with DN PDF file to arrange shipment and complete the PGI in ERP system.

Invoice Creation

- Create Invoice of PoD complete DNs.

Warranty contract

- Create SO for warranty extensions.

Report and Dashboard

- Creation and update of service dashboard for Forecast Review and Pending ISTO.

2.

Spare Parts

Support

ISTO

- Creation of ISTO material request to HQ.
- Follow up the ISTO delivery status until goods receipt.

Inventory check

- According to Finance requirements to perform stock taking activity twice per year.
- Safety stock checking and request. Follow-up upon HQ's Replenishment Plan.
- Weekly stock report.

CRM order

- Review CRM Breakdown order, help to apply parts & change order status.
- Follow up the CRM parts delivery status, update the status to distributors.
- Maintain service engineer information in ERP, including country assignment and stock details.
- Regularly monitor CRM delivery note creation and posting logs.

DHL waybill creation

- Waybill creation for FSE request spare parts to be shipped from Mexico´s office.

Return material to warehouse

- Returned spare parts handling: Follow up on returned old and new spare parts from CRM service orders, complete goods receipt for new spare parts, and coordinate local scrapping of obsolete parts.

Aging inventory management





- Regularly review aging spare parts inventory with the service team and follow up on the scrapping process.
- DEMO Support

DEMO equipments

- Receive and provide DEMO equipments at Mexico's office.

4.

Service Fixed

Assets support

Fixed Assets Management and Follow Up

- Conduct local sourcing in line with the fixed asset budget and complete the purchasing process, while following up on fixed asset management status.
- Manage all movements of service fixed assets.
- Complete service fixed asset stocktaking in accordance with Finance requirements.

5.

Service

Team

Support

Support Service Process Optimization

- Work with the service team to improve local service processes and support the investigation, testing, training, and rollout of service IT platforms.

Administrative Support

- Provide on-site support for service training activities.

Organize and Support Service Meetings

- Follow up on urgent and important matters.

Service Report Support

- Prepare regular data analysis reports based on the service manager’s requirements.

JOB PROFILE AND COMPETENCY MATRIX

- PROFILE REQUIREMENTS

Factor

Required Qualifications and Detailed Specifications

Educational Background

Bachelor's degree or above in Business Administration, Industrial Engineering,



Biomedical Engineering and related disciplines.

Minimum Experience

Minimum five (5) years of full-time demonstratable experience in dispatch and follow up of operations/logistics matters; familiar with service process and customer relationship maintenance; familiar and savyy with SAP or CRM operation.

Availability and Rotation

Willing to take job rotation within the operations department if the business requires it.

Attitudinal Focus

Strong capability to learn, proactive initiative, and continuously self-updating in line with business development. Result-oriented and proactive in standardizing and implementing company policy.

Technical Knowledge

- Spare Parts Orders' Management and Follow-Up.
- Spare Parts Stock Management.
- Proficiency in Excel and SAP.
- Business Intelligence Tracking Tools.

Languages

Advanced English level.

- CONSOLIDATED STRATEGIC COMPETENCIES

Competency Pillar

Expected Behavior Description for the Role

Operational Excellence and Result Orientation

Sets effective goals, logically prioritizes multiple work fronts, and reacts agilely to incidents. Focuses management on strict compliance with operational indicators, maximizing the allocated resources.

Cross-functional Leadership and Collaboration

Acts as a strategic partner (Business Partner), actively collaborating with Operations, Service and Finance to eliminate operational silos. Provide accurate information to every single stakeholder.

Effective Corporate Communication

Interacts fluently and respectfully. Conveys information in a structured manner, adapting language for both the local team and managerial reports to HQ.

📌 SERVICE ADMINISTRATOR (México)
🏢 Mindray
📍 México