Supply Chain & Sales Administrator, SEA

Company Overview As part of Bandai Namco Holdings Inc., a global leader in video games, toys and amusement facilities, Bandai Namco Entertainment Asia (BNEAS) is a leading publisher and distributor of PC and console games across Asia. We bring beloved titles such as Elden Ring™, TEKKEN™, PAC-MAN™ and Little Nightmares™ to fans across the region. We are united by our purpose, “Fun for All into the Future”, and aim to deliver quality entertainment experiences by connecting fans digitally and physically through unique IPs that only Bandai Namco can offer. Job Purpose The Supply Chain & Sales Administrator, SEA is responsible for supporting end-to-end sales administration, distributor order management, production coordination, logistics fulfilment and ERP-related processes for physical product releases across Southeast Asia. The role works closely with regional distributors, Sales, Publishing, Finance, manufacturing vendors, freight forwarders and third-party logistics partners to ensure product allocations, purchase orders, inventory records, shipping documentation and delivery timelines are managed accurately and efficiently. This position supports the commercial operations of physical video game software, hardware, collectible products, toys and related packaged goods across the SEA region. Key Responsibilities 1. Distributor Account & Sales Administration • Act as a key administrative contact for appointed SEA distributors on order processing, allocation updates, shipment status, invoice matters and general sales support. • Manage distributor forecasts, confirmed allocations, initial orders, repeat orders and related purchase order processing. • Receive, review and reconcile customer purchase orders against supplier purchase orders before creating sales orders in Oracle ERP. • Create, update and maintain accurate sales orders, invoices, pricing, discounts, currency information and customer account details in Oracle ERP. • Monitor distributor credit limits, outstanding balances and payment status in coordination with Finance before shipment release. • Support the administration of defective returns, handling damage claims, credit notes and distributor allowances where applicable. • Prepare weekly, monthly or ad hoc sales administration reports, including order status, sales trends, delivery progress and outstanding issues. • Provide administrative support to the Commercial team, including travel arrangements, sales event coordination, expense claims and other operational matters. 2. Production & Manufacturing Coordination • Liaise with Product Managers, Publishing, vendors and other internal stakeholders to track production timelines and manufacturing milestones for SEA physical product releases. • Monitor product readiness to ensure stock availability aligns with agreed distributor collection or delivery windows. • Compile and maintain SKU information, including product title, platform, edition, packaging configuration, barcode, product code, territory and other relevant attributes. • Coordinate component checks, packaging information and product-related documentation required for production and fulfilment. • Highlight production delays, allocation issues or supply constraints to relevant stakeholders in a timely manner. 3. International Logistics & Fulfilment • Coordinate international freight arrangements, including air freight, sea freight, factory drop-shipment and 3PL warehouse movement. • Work with freight forwarders, manufacturing vendors and logistics partners to ensure timely and accurate delivery to distributor hubs. • Prepare, check and coordinate shipping documents, including commercial invoices, packing lists, certificates of origin, HS codes and other customs-related documentation. • Ensure shipments are managed in accordance with agreed Incoterms, customs requirements and internal approval procedures. • Track shipment progress, update relevant stakeholders and follow up on delays, customs issues or delivery exceptions. • Compile Singapore GST-related documentation and submit relevant records to the Finance Department where required. • Reconcile inventory records between Oracle ERP, factory stock, 3PL stock and finished goods movement. 4. Oracle ERP Administration • Perform day-to-day Oracle ERP transactions relating to order management, inventory, WIP tracking, sales order release, purchasing and expense purchase orders. • Ensure all Oracle entries are accurate, complete and supported by proper documentation. • Submit, match and forward ERP-related documentation to Finance in accordance with month-end closing and reporting deadlines. • Maintain proper audit trails for purchase orders, sales orders, invoices, shipment records, credit approvals and related supporting documents. • Identify and escalate ERP discrepancies, transaction errors or missing documentation for timely correction. 5. Item Creation & Product Master Data Management • Create and maintain product item records in Oracle ERP for packaged goods, PC products, toys, collectibles and other related product categories. • Set up and update SKU attributes, including platform classification, barcode, product code, trade price, territory, product category and other relevant master data. • Ensure product master data is accurate, consistent and created within the required timeline to support sales, logistics and reporting activities. • Coordinate with internal stakeholders to obtain missing product information or clarify SKU-related matters. Requirements Education & Experience • Diploma or degree in Supply Chain Management, Logistics, International Business, Business Administration or a related discipline. • Minimum 2 to 4 years of relevant experience in supply chain coordination, export logistics, sales administration, order management or B2B commercial operations. • Experience in the video game, entertainment, consumer goods, toys, electronics or media distribution industry will be an advantage. • Prior experience supporting regional distributors, international shipments or multi-territory order fulfilment is preferred. Technical Skills • Hands-on experience using Oracle ERP or similar ERP systems for order management, inventory, purchasing, invoicing or logistics-related transactions. • Strong Microsoft Excel skills, including Pivot Tables, XLOOKUP, data reconciliation, formulas and large spreadsheet management. • Good understanding of international shipping documentation, including commercial invoices, packing lists, certificates of origin, customs declarations and HS codes. • Working knowledge of Incoterms 2020, such as EXW, FOB, FCA, CIF and DDP. • Familiarity with inventory tracking, WIP management, SKU creation, barcode management and product master data maintenance. • Knowledge of GST documentation, export procedures or regional customs requirements will be an advantage. Business & Functional Competencies • Strong understanding of B2B sales administration, distributor support and order fulfilment processes. • Ability to coordinate effectively with distributors, internal commercial teams, Finance, vendors, freight forwarders and 3PL partners. • Strong territory awareness, including regional release dates, time-zone differences, market-specific requirements and product localisation needs. • Ability to translate commercial requirements into clear operational actions, including allocation, order processing, production follow-up and shipment coordination. • Comfortable working with multiple product lines, SKUs, deadlines and stakeholders across different countries. Behavioural Attributes • Meticulous, organised and highly attentive to detail. • Able to manage multiple deadlines, especially during peak launch periods or major product release windows. • Strong follow-through and ownership of tasks from order creation through to delivery completion. • Clear and professional communication style with both internal and external stakeholders. • Able to remain calm and focused under pressure, particularly during urgent shipment, release date or customs-related issues. • Process-driven mindset with the ability to identify gaps, resolve discrepancies and improve administrative workflows. • Team player with a proactive, service-oriented attitude. Successful Candidate Profile The successful candidate is a detail-oriented supply chain and sales administration professional who has experience supporting regional distributors and managing order-to-delivery processes in a fast-paced commercial environment. The candidate should be comfortable using ERP systems, handling large volumes of product and order data, preparing shipping documentation, and coordinating with multiple stakeholders across Sales, Finance, Publishing, vendors, freight forwarders and logistics partners. Experience in the video game, entertainment, consumer goods, toys, electronics or physical media distribution industry would be highly relevant.