OTI Assistant

Smiths Detection
is a global leader in detection and control technologies for the protection of people and property, promoting safety, security, and freedom of movement in today's world.

Job Description

The OTI function liaisons and communicates with sales, customers, internal and external supply chain, as well as the rest of the OTI organization. The employee must express a strong customer focus with exceptional time management skills.

The role combines the jobs of Order entry up to Invoicing, covering OE, Service and program sales.

As the Order Entry Manager, he/she will coordinate and enter the input of customer sales orders into SAP, placing the demand on the necessary shipping plants.

As the OTI assistant he/she will be managing the local team, being responsible for sending out order confirmations and invoicing all customers. The position will also include master data management. The employee will work closely with finance, service, program, supply chain and sales to ensure timely invoicing and compliance to all customer requests.

The incumbent should possess excellent communication & management skills, organisational skills, be assertive, and have the ability to multi-task. Must be able to meet deadlines and prioritise projects in-line with overall business objectives.

The employee must be capable to motive and lead a diverse team within a matrix organization.

SUMMARY OF ESSENTIAL FUNCTIONS:

Responsibilities

• Ensure the Smiths Code of Corporate Responsibility and Business Ethics is upheld in all activities.
• Manage and develop the OTI team and represent local OTI within the organization and at EMEA level
• Customer Order Processing from start to end. This includes but is not limited to:

-Receive sales, program and service orders, verify terms as per quotes, confirm correct part numbers, configuration and pricing and load them on SAP as per the process needed

-Create Aftermarket Sales Orders (mainly for Spare parts), and monitor warranty & service contracts

-Detailled program Sales orders to be created ensuring there are separate lines for products and services and also the Milestone billings

-Communicate with sales staff to verify all information is correct, and clear up with sales any missing information or inconsistencies on orders

• Verify stock availability of products with each Smiths entity
• Inform sales and stakeholders (customers) of shipment dates and delays
• Update sales orders in SAP in the event of changes
• Create download and manipulate reports out of SAP such as

-Order Intake Report

-Anticipated Order Intake Report

-Open Order Report

• Data Entry and Maintenance of SAP data
• Ownership of consolidating and maintaining quality of current sales data in SAP.
• Support for Sales Department
• Pro-active coordination within all the departments of the organization to ensure smooth flow of business.
• Complete invoicing transactions in SAP
• Manage to receive shipment information to ensure invoicing complies with all terms and conditions
• Ensure compliance with any export certification rules
• SAP Super User.

WORK ENVIRONMENT:

Individual's primary workstation is an office setting.

Qualifications

POSITION REQUIREMENTS:

• Degree or long term experience in relevant subjects and / or process management & analysis
• Excellent knowledge of SAP (ERP tool) is necessary. SVMX Sales Force preferrable.
• Knowledge of basic accounting principles
• Computer literate and knowledge of Microsoft Word, Excel, Outlook and Internet Explorer
• Ability to Multitask
• Strong communication and problem solving skills
• Analytical and process driven
• Strong attention to details
• Customer focused
• Willingness to perform tasks outside of job scope
• Team Player and a can-do attitude a must
• Knowledge , Experience with Public Entities Environment and public Procurement Law

PHYSICAL/MENTAL REQUIREMENTS:

• Must be decisive, driven and conscientious and interact well in a team environment.
• Possess excellent organisational and interpersonal skills to manage a wide range of activities.
• Strong customer service skills including phone etiquette and the ability to handle stressful situations when working under pressure and strict deadlines.
• Self-motivated, reliable, and accountable individual.
• Strong understanding of meeting deadlines and targets
• Open and pro-active involved into continuous improvement
• Ability to work independently
• Deal with different personalities and overcome communication barriers, able to work effectively in a multicultural environment
• Attend program launch meetings

Additional information

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.

At no time during the hiring process will Smiths Group, nor any of our recruitment partners ever request payment to enable participation – including, but not limited to, interviews or testing. Avoid fraudulent requests by applying jobs directly through our career's website (Careers - Smiths Group plc)