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Sample of

Job Descriptions - 1








CONTENTS


Page
1 Administration Department 3
Accounts Manager 4
Human Resource and Administration Executive 5
2 Sales Department
6
Head of Sales Department 7
Sales Manager (Domestic Section) 8
Assistant Marketing and Promotions Manager 9
Senior Sales Executive (Export Section) 10
Sales Executive (Export Section) 11
Chief Shipping Clerk 12
Senior Store Supervisor 13
3 Production Department 14
Assistant Factory Manager 15
Senior Supervisor (Production Engineering Department) 16
Supervisor(NF/VF Department) 17
Assistant Supervisor (QC Department) 18
Section Chief (Dyeing Department) 19




Designation Accounts Manager

Corporate Grade Manager

Reporting To Head of Administration*

Position Reporting

To This Position Accounts Clerk

Qualifications Degree in Accountancy

Experience Minimum of 6 years’ experience in accounting functions

Overview Responsible for the company’s accounting operations


Main Responsibilities

à Maintain company’s accounts transactions
à Prepare monthly financial/management reports
à Highlight variances to forecasts
à Review and maintain tax records and documentation, including GST compliance
à Review and maintain other statutory reports
à Prepare annual financial forecasts and budgets for the following year
à Manage cashflow
à Liaise with auditors and tax agents
à Supervise team of accounts personnel and monitor performance and quality of work
à Oversee development and maintenance of computerised accounting system













* recommended amendment to current title


Designation Human Resource and Administration Executive*

Corporate Grade Executive

Reporting To Head of Administration**
Positions Reporting

To This Position Receptionist

Qualifications Diploma in Personnel Administration

Experience Minimum 3 years’ experience in personnel and administrative functions

Overview Responsible for personnel and office administration


Main Responsibilities

  • Administration
  • Participate in the formulation of the company’s administrative policies
  • Provide administrative and secretarial support to all Managers
  • Prepare ad-hoc reports to Japan headquarters as required
  • Manage communication in office through notices, circulars and memos
  • Liaise and negotiate with vendors and contractors on matters relating to the supply of office products including computers, stationery and uniforms
  • Supervise administration staff
  • Organise staff welfare activities
  • Undertake any other ad-hoc projects as directed by the Managing Director


  • Personnel
  • Maintain and update all personnel records
  • Administer recruitment, career development and termination activities for all departments
  • Administer training and development activities
  • Conduct ad-hoc salary reviews based on market information
  • Oversee payroll administration including computation, report submissions, CPF payments, etc
  • Handle administration of employee benefits
  • Liaise with Ministry of Manpower and Work Permit Department
  • Participate in negotiation with trade unions


* recommended amendment to current title
** recommended amendment to corporate grade


Designation Sales Manager

Corporate Grade Head of Department*

Reporting To Managing Director
Positions Reporting

To This Position Sales Managers and Executives (Export and Domestic Sections and liason offices)

Qualifications Degree in Marketing or Management

Experience Minimum of 8 years’ experience in sales, marketing or trading activities in a related industry

Overview Responsible for all sales and marketing activities of the company

Main Responsibilities

à Formulate annual and monthly sales plan and implement sales strategy
à Monitor market trends to identify business opportunities
à Negotiate with suppliers
à Oversee collection of payment, manage debtors and customer claims
à Oversee all customer feedback in order to enhance customer service
à Review and evaluate activities and achievements of all sales staff
à Conduct training for sales staff
à Oversee profitability and operations of liason offices
à Oversee management of warehousing activities













* recommended amendment to corporate grade




Designation Sales Manager (Domestic Section)

Corporate Grade Manager*

Reporting To Sales Manager/Head of Sales Department*

Positions Reporting
To This Position Clerk

Qualifications Minimum of Diploma in Marketing

Experience Minimum of 6 years’ experience in sales functions in a related industry

Overview Responsible for domestic sales activities

Main Responsibilities

Sales and Marketing
à Develop and implement strategies to promote YKK products in the domestic market
à Collate market information to analyse trends and identify business opportunities
à Develop and maintain business relations with customers
à Analyse sales statistics and recommend strategies to capitalise on results
à Participate in the establishment of sales targets
à Participate in production planning

Sales Administration
à Oversee administration relating to domestic sales activities including correspondence with customers, responding to customer queries and complaints,
à Prepare monthly sales and other ad-hoc reports as required
à Monitor customer orders and deliveries
à Administer invoicing and customer payments








* recommended amendment to current corporate grade




Designation Assistant Marketing and Promotions Manager

Corporate Grade Assistant Manager

Reporting To Head of Sales Department*/(Marketing and Promotion Manager)
Positions Reporting

To This Position Marketing Executive
Clerk

Qualifications Minimum of Diploma in Marketing

Experience Minimum of 4-5 years experience

Overview Responsible for the marketing activities in designated region/market


Main Responsibilities

à Co-ordinate advertising and promotional activities of the company
à Develop and implement annual and monthly business plan for sales
à Oversee overall sales activities in the designated region
à Monitor achievement of sales plans and targets
à Liase with sales and marketing managers from other offices regarding market trends and product development
à Oversee in the purchasing activities for the sales and production departments
à Travel to final customer sites to enhance customer service













* recommended amendment to corporate grade




Designation Senior Sales Executive (Export Section)

Corporate Grade Senior Executive

Reporting To Head of Sales Department* /(Export Sales Manager)

Positions Reporting
To This Position Sales Executives
Shipping Clerk

Qualifications Diploma in Marketing
Experience Minimum of 4 years’ experience in sales and marketing activities

Overview Manages export sales activities for the company for designated region


Main Responsibilities

Sales and Marketing
à Compile and analyse sales statistics
à Liaise with distribution agents, liaison office and customers in designated market group/country to promote YKK products
à Travel to customer sites as required
à Participate in production planning
à Conduct product line training for sales executives
à Communicate sales targets to sales team
à Supervise activities and review achievements of sales executives

Sales Administration
à Prepare monthly sales reports and project sales figures
à Oversee collection of payments
à Monitor timeliness of shipment and production








* recommended amendment to corporate grade



Designation Sales Executive (Export Section)

Corporate Grade Executive

Reporting To Senior Sales Executive

Positions Reporting
To This Position Sales Clerk

Qualifications Diploma in Marketing

Experience Minimum of 1 to 2 years’ experience in sales activities

Overview Co-ordinate and administer sales activities for designated market group/country

Main Responsibilities

à Handle all communication with liaison office, agents and customers in designated market group/country
à Assist in development and implementation of sales plans
à Assist with the co-ordination of arrangements for purchase orders, production, packaging and shipping
à Assist with the monitoring of availability of stocks and delivery of orders
à Handle ad hoc sales enquiries




Designation Chief Shipping Clerk (Export Section)

Corporate Grade Chief Clerk

Reporting To Senior Sales Executive/ (Export Sales Manager)

Positions Reporting
To This Position None

Qualifications Minimum of “O” levels

Experience Minimum 3 years’ experience in clerical/administrative functions

Overview Provides clerical and administrative support for export sales

Main Responsibilities

Shipping documentation
à Perform data entry for purchase orders
à Issue proforma invoices, credit notes and other relevant documentation
à Liaise with banks and other financial institutions on letters of credit
à Update receipts to debtor accounts
à Highlight discrepancies to sales executives
à Oversee movement of documents
à Maintain filing system for all documentation

Shipping arrangements
à Prepare relevant shipping documents including embassy endorsements, customs declarations and insurance coverage
à Liaise with freight forwarding companies on cargo space and arrange for shipments and deliveries

Others
à Assist sales team with marketing activities as required
à Provide other administrative support as required




Designation Senior Store Supervisor

Corporate Grade Senior Executive

Reporting To Sales Manager/ (Store Manager)

Positions Reporting
To This Position Supervisor
Section Chief
Storeman

Qualifications Minimum of GCE “A” Levels

Experience Minimum of 4 years’ experience in warehousing

Overview Responsible for the warehousing operations

Main Responsibilities

Operations Management
à Monitor and address day-to-day staffing requirements
à Oversee turnover of warehouse space to ensure optimal utilisation of space
à Monitor flow of goods in and out of warehouse
à Oversee maintenance of machinery
à Liaise with vendors and suppliers on purchase of new material and equipment
à Handle customer queries or complaints concerning deliveries, as required

Administration
à Handle administration of leave requests and overtime claims
à Arrange and monitor training activities for storemen
à Oversee proper filing of documentation according to quality standards
à Monitor and evaluate the performance of junior staff



Designation Assistant Factory Manager

Corporate Grade Assistant Manager

Reporting To Head of Production Department*/ (Factory Manager)
Positions Reporting

To This Position Senior Supervisors within Production Department
Supervisors within Production Department

Qualifications Minimum of Diploma in Operations Management

Experience Minimum of 6 years’ experience in manufacturing environment

Overview Supports the Factory Manager in overseeing all operational and administrative activities at the factory


Main Responsibilities

Operations management
à Oversee day-to-day factory operations e.g. staffing requirements, production processes, maintenance of plant equipment, etc
à Negotiate with vendors/suppliers for parts and technical services
à Liaise with government bodies (e.g. Ministry of Manpower, Ministry of the Environment, Department of Industrial Health and Public Utilities Board) on all statutory requirements related to industrial safety and employee welfare
à Liaise with private inspectors and contractors for inspection of pressure vessels, lifting equipment and lifts

Personnel administration
à Conduct interviews for recruitment of factory staff
à Monitor and evaluate performance of Senior Supervisors and Supervisors
à Oversee administration of all activities relating to factory personnel e.g. leave requests and overtime claims

Others
à Co-ordinate project works including expansion, modification and upgrading of factory facilities
à Undertake any other ad-hoc projects as directed by the Factory Manager or Managing Director

* recommended amendment to current title


Designation Senior Supervisor (Production Engineering Department)

Corporate Grade Senior Supervisor

Reporting To Head of Production Department* / (Assistant Manager Production Engineering Department)
Positions Reporting

To This Position Supervisor
Assistant Supervisor/Engineer
Section Chief

Qualifications Diploma in Engineering (Electrical and Mechanical Engineering)

Experience Minimum 5 years’ experience in relevant functions

Overview Increase productivity through enhancement of operational effectiveness


Main Responsibilities

à Formulate plans and prepare proposals for process improvement projects and initiatives (both technical and operational)
à Assess and evaluate results of modifications targetted at increased productivity
à Prepare reports on individual projects
à Source for vendors, suppliers for projects e.g. machine parts
à Prepare yearly production engineering project plan
à Co-ordinate of feedback from factory staff regarding opportunities for improvement
à Supervise activities and monitor performance of junior staff











* recommended amendment to current title

Designation Supervisor (NF/VF Department)

Corporate Grade Supervisor

Reporting To Assistant Factory Manager

Positions Reporting
To This Position Assistant Supervisor/ Engineer
Section Chief

Qualifications Diploma in Engineering (Electrical and Mechanical)

Experience Minimum 4 years’ experience in relevant industry

Overview Responsible for the operations of the production department


Main Responsibilities

à Plan daily production activities, review production reports and address variances and discrepancies
à Oversee all aspects of machinery and equipment maintenance and operations including ordering of machine parts, inspection and trouble-shooting
à Oversee daily staffing requirements to maximise productivity
à Conduct on-the-job training for less experienced technicians
à Consolidate and report production activities employee feedback and customer complaints
à Supervise activities and evaluate performance of junior staff


















Designation Assistant Supervisor (QC Department)

Corporate Grade Assistant Supervisor

Reporting To Head of Production Department* /(Assistant Manager/ Manager Production Engineering Department)

Positions Reporting
To This Position Quality Control Operator


Qualifications Minimum GCE “O” levels

Experience Minimum of 3 years’ experience in quality control functions

Overview Responsible for ensuring the quality of YKK products


Main Responsibilities


à Liaise with Hong Kong office on matters relating to quality assurance
à Conduct regular inspection of sample batches to ensure compliance with internal quality standards
à Review quality of end-product following requisition of new machinery
à Investigate quality problems at factory floor
à Prepare and submit reports on product quality to Hong Kong office
à Conduct analysis of data from quality tests and provide recommendations to address shortcomings
à Train new staff in quality inspection












* recommended amendment to corporate grade



Designation Section Chief (Dyeing Department)

Corporate Grade Section Chief

Reporting To Assistant Supervisor

Positions Reporting
To This Position Operators
Technicians

Qualifications Diploma in Chemical Science

Experience 1 year’s relevant experience

Overview Supervise the production of dyed material


Main Responsibilities

à Oversee smooth operations of machinery, including trouble-shooting
à Monitor daily staffing requirements
à Investigate delay of orders
à Conduct colour testing for special colours according to customers requests
à Oversee the availability and movement of resources such as material and chemicals
à Supervise operations including winding, dyeing and drying
à Conduct quality checks for dried products
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