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Port Melbourne, AU

Job ID:  128

Sales/Service Admin

Barco designs technology that makes everyday life a little better. Seeing beyond the image, we develop sight, sound, and sharing solutions to help you work together, share insights, and wow audiences. Our focus is on three core markets: Enterprise (from meeting and control rooms to corporate spaces), Healthcare (from the radiology department to the operating room), and Entertainment (from movie theaters to live events and attractions). With a team of over 3,600 employees, located all around the globe, we realized sales of 1,082.6 million euro in 2019. 



Project Administrator

  •     Assist customer service manager, project manager and sales engineers in managing projects
  •     Manage procurement for projects with CPQ/BFO system documentation and detailed BOM’s
  •     Co-ordinate with warehouse for deliverables for project milestones
  •     Order entry and tracking with supply chain in relation to hardware, software and services for projects
  •     Assist customer service manager, project manager to ensure project milestones are reached and timely processing
  •     Ensure documentation related to contract billing for solutions and services are completed
  •     Review contractor documentation for billing and reporting on variation to work orders
  •     Advise senior management on matters requiring attention and implement decisions made

Assist with service and sales orders

  • invoice generation
  • dispatch orders to ware house
  • check on delivery completion
  • maintain filing and relevant paper work

Meet customer requests

  • Forward product information, brochures, manuals
  • Provide details of sales outlets and service agents
  • Provide any other information requested

Maintain client records

  • Client Database
  • Service agent’s database
  • Warranty database
  • Check and cross reference claims and rebates
  • Process credit and rebate claims

Assist in maintaining office administration

  • Maintain up to date and logical filing system
  • Check and cross reference any charges e.g. freight companies, warehouse costs
  • Maintain work area

Provide after Sales service administration assistance

  • Process product returns e.g. RA’s, stock rotation, DOA stock
  • Liase with after sales service agents where applicable
  • Check charges from service agents
  • Advise management of any service or repair issues

Provide support to Managers and Sales Staff

  • Provide reports as requested sales report, client report etc.
  • Contact customers as requested
  • Dispatch brochures and promotional material as requested

Stock Management

  • Assist with warehouse stock take
  • Check and cross reference stock level reports
  • Follow up any discrepancies.
  • Advise management of any stock level issues and action remedy to resolve issues
  • Preparation of stock for sale

Warehouse management

  • Liase with warehouse staff
  • Ensure warehouse providing efficient service
  • Check and cross reference orders dispatched
  • Advise management of any issues and advice action to resolve issues

Develop and implement robust processes to ensure that a high-quality service is provided to both internal and external customers

Prepares related reports for management to monitor costs, revenue, or related metrics.

Analyse administration activity and make recommendations for increased organizational efficiency and effectiveness

Handles escalation of issues from customers, sales, partners or internal contacts. Organizes assistance from other parts of the organization.

Interfaces with Helpdesk team, Field Service Team, Operations and Sales, in order to ensure timely settlement of related issues, status updates, and timely forecasts.


Working Experience

  • 3-5 years’ experience in administration role, service department, technology distribution-based business
  • Minimum 2 years’ experience and require relevant B2B experience for more than 5 years in a multinational company;
  • Require relevant experience in the industries of healthcare, control room, meeting collaboration solutions, event projectors, and image processing

Soft Skills

  • Team Player
  • Strong Relationship Management
  • Communication skills– written, verbal, presenting
  • Influencing and people skills
  • Problem Solving Skills
  • Flexible and strong work ethic

Professional Skills

  • Proficient in Microsoft and internet-based programs
  • General understanding accounts
  • Strong Time Management skill

Other Qualification

  •  Business/Marketing qualifications an advantage