Merchant Brothers
Merchant Brothers is a Singapore-based trading company specialising in fine food products sourced from trusted partners across the world, alongside fresh local farm produce. Our mission is to bring Singapore on a gastronomical voyage to discover exceptional tastes from different origins and culinary traditions. Beyond importing and distribution, we provide practical food solutions that support customers’ day-to-day operations, including services such as meat processing and tailored product support, to help our partners deliver consistent quality and great dining experiences.

Job Objectives
1) Customer Account Support & Relationship Follow-up

• Follow up on customer account creation and ensure account details are maintained accurately.

• Assist the sales team with customer outreach and appointment coordination.

• Handle urgent calls, emails, and messages when Sales Representatives are unavailable.

• Respond to customer queries, communicate delays where needed, confirm delivery dates, and support scheduling of marketing events.

• Proactively follow up with accounts that have not ordered according to their usual ordering pattern (e.g., WhatsApp follow-ups).

2) Accounts Receivable (AR) Support

• Assist with Accounts Receivable follow-ups by calling customers to chase outstanding invoices and confirm payment timelines.

• Coordinate with Finance on invoice status, supporting documents, credit notes, and billing queries to ensure timely resolution.

• Maintain an AR follow-up tracker (call notes, promised payment dates, outcomes) and escalate overdue/high-risk accounts to the General Manager / Finance.

3) Pricing, Quotations & Sales Materials

• Set and maintain price lists (ensure accuracy and version control).

• Create quotations promptly, aligned with approved pricing/terms.

• Print and distribute price lists and catalogues as needed.

• Collate product image folders and product information; share with customers upon request.

• Ensure Sales Representatives have up-to-date sales and marketing collateral.

• Prepare and send promotional letters / communications.

4) Order Management & Processing

• Receive orders via phone/email/WhatsApp and verify pricing, discounts, and product codes/SKUs.

• Enter orders accurately and ensure processing aligns with customer requirements.

• Ensure orders are accurate and delivered on time; follow up on exceptions and urgent requests.

• Key in daily Port Fresh orders (where applicable).

• Collate demands / indent orders (if any) and coordinate next steps.

5) Delivery, Fulfilment & Samples

• Organise delivery logistics to customers (coordinate with internal teams and/or delivery partners).

• Prepare and pack orders correctly for delivery, where required.

• Arrange samples, follow up on samples, and generate sample reports.

• Follow up on credit note requests and coordinate required documentation/approvals.

6) Stock, Purchasing & Cross-Functional Coordination

• Check stock availability and incoming status to support order fulfilment and customer timelines.

• Monitor and organise inventory; track products available for sale.

• Collate all 3rd party / local purchases in a file daily for tracking and reconciliation.

• Collaborate with other departments to ensure sales queries, marketing coordination, and deliveries are handled efficiently.

7) Reporting, Records & Administration

• Run daily sales reports and share with relevant stakeholders.

• Create and maintain month-end sales reports.

• Run and maintain reporting for sales sponsorships where required.

• Develop and maintain filing systems and sales records; prepare reports and provide relevant information to Finance.

• General administrative work and ad hoc duties as required.