Roles and Responsibilities

In a nutshell, my responsibilities would be to: 

1. Coordinate with Field Staffs (merchandisers) on travelling and working schedule 

2. Ensure the Field Staff complete the work on time with the submission of proof of work
3. Guide and assist the Field Staff for any queries.

During the period of the internship, I handled only HSBC and CIMB Bank clients.

For HSBC:
A master-list would usually be passed to be by the client of either HSBC Bank or CIMB Bank containing participating brands of retail and dining. With this, I was expected to sort them out according to 4 categories; outlets that have already been settled by the previous intern, outlets that we have received the A1 artwork, outlets that only have A5 artworks and outlets that we have not received any form of artwork (pending). Clients will send me PDF version of the artwork in A1 (594mm x 841mm) and A5 size (148mm x 210mm). 

Master-list sorted into 4 categories.

In continuation of that, I needed to request Image Magic (supplier) to print those A1 artwork. I did this by sending them the PDF version of the artwork via email and also stating the quantities required for each brand. There was over 50 brands to sort out and each brand had outlets spanning all across Malaysia. All the outlets the boards need to be sent to and the quantities were stated in the master-list. Altogether, there were almost 200 boards ordered. When done with that, the next step is to develop a list where the brands are categorized into the same shopping malls so that the merchandisers can deliver it. I sorted the malls by areas; Kuala Lumpur, Klang Valley, Penang, Johor, Melaka and Ipoh. 

Outlets sorted based on areas.

For all these areas, we have merchandisers who helps us deliver the boards in the reference to the lists I made. As for those areas not mentioned, the boards will be sent directly to the outlets. This is where the summary of my job comes in. I assists those merchandisers (field workers) and provide them with a travelling schedule. Anytime when the boards arrive in the office, the first thing I would  do is to check if the quantities are as ordered; was it as I have ordered? 

For CIMB Bank:

I dealt with 3 clients from CIMB. All 3 of them are in charge of different areas of Malaysia; Penang and Kuala Lumpur and Klang Valley. Every now and then, I would get emails from any of these 3 clients, asking me to work on specific artworks. Different from HSBC, I definitely need to come out with the artwork using Adobe Illustrator and send the PDF of the ready artwork to the client for approval. Once I get the green light to carry on, then the same procedure takes on with the printing until the merchandising. The below pictures shows the artwork in the process by using Adobe Illustrator. 

In General:

During the process of delivering all the boards to the merchants, I need to make sure which ones need to be prioritized as the clients have specific dates on when the boards needs to start being displayed. As a proof that the boards have been delivered, field workers/merchandisers need to take pictures of the boards displayed in front of the outlets. I will collect all the pictures and update the status of each board to report it to the respective client. Sometimes, client might want some of the pictures as well to make sure that we are doing our job. The pictures below are some examples of the proof that the boards have been delivered to their designated outlets.

For boards that needs to be sent to outstation, I would wrap them in bulks (many boards in one) if we have outstation merchandisers. These areas includes Penang, Kedah, Melaka and Johor. For areas that other than mentioned, we send to the outlets directly, writing the outlets' address on the courier consignment. For HSBC boards, we would use GD Express else, for CIMB we would use Nationwide Express. The picture shown below is an example of how the boards are packed. Others packed includes the stands for the A1 boards, and the acrylic stands for CIMB A5s.

On busy days, there are many to be packed