The role of a Clerk in a documentary context involves a wide range of responsibilities that are crucial to the smooth operation of the company's production and customer service processes. As the first point of contact for business orders, the clerk plays a vital role in shaping the company’s image and directly influences the number of orders received. Therefore, it is essential for the clerk to adopt a customer-centric mindset, ensuring excellent service and efficient data collection and information transfer to support the company's production planning. Timely communication is key in this role. The clerk must manage the receipt and distribution of various documents and data. Upon receiving a customer sample proof, the clerk should immediately register the proof sheet. If the technical data provided is incomplete, the clerk should promptly inform the customer and request the necessary information. Once the technical proof is received, the clerk needs to communicate with the technical center, specifying the expected completion time and updating the registration form with the actual completion and customer approval times. Throughout the process, maintaining clear communication between the customer and the technical team is essential, ensuring that all relevant information is shared efficiently. The clerk should also monitor the progress of the proofing process and ensure that samples are delivered to the customer within the agreed-upon timeframe. Once customer approval is obtained, the clerk should quickly relay the feedback to the technical department, allowing the sales team to determine the next steps based on the customer's input. When handling surface auxiliary material proofs, the clerk must register the proof sheets and notify the Supply and Marketing Section to coordinate with the sampler. A clear timeline for completing the proofing plan should be included in the notice, along with the actual completion and customer approval dates. The clerk should keep track of the status of these materials and ensure timely delivery to the customer. After receiving the customer’s confirmation, the clerk should immediately inform the Supply and Marketing Section to proceed accordingly. In response to quotation requests, the clerk must prepare accurate and timely quotations. The process involves gathering data from various departments—such as the technical center for material consumption, the supply and marketing department for pricing, and empirical values for labor and freight costs. The final quotation is adjusted based on factors like the number of styles and specific customer requirements. This document is then submitted to the general manager for approval and sent to the customer, with the results recorded for future reference. For large cargo orders, the clerk is responsible for registering the order, creating an order schedule based on the delivery timeline, and notifying the relevant departments. They must confirm all details with the customer, including style, size, material supply, packaging methods, and delivery time. The clerk should also assist in planning the supply of materials and accessories, reminding the customer to meet their scheduled deadlines. For self-purchased surface accessories, the clerk relies on data from the technical center and coordinates with the Supply and Marketing Section for procurement. Additionally, the clerk is involved in confirming the quality of surface accessories through sampling. Beyond order management, the clerk is also responsible for overseeing the performance of the technical, supply and marketing, and production departments to ensure tasks are completed on time and according to plan. They play a critical role in preparing documentation ahead of shipment to facilitate smooth customs clearance. Finally, the clerk must actively collect receivables and follow up on overdue payments to maintain healthy financial operations for the company.