Documentation Associate

7 days ago

Sta Rosa, Philippines Eastman Industrial Supply Inc. Full time

Documentation Associate We are looking for a detail-oriented and highly organized Documentation Associate to support accurate and timely processing of warehouse and logistics documentation. This role plays a critical part in ensuring the integrity of inbound and outbound transactions, proper ERP documentation, and timely submission of proof of delivery and related records to the Accounting Department. The successful candidate will help ensure operational efficiency, data accuracy, and compliance with company policies and procedures. Job Purpose To manage real-time processing of inbound and outbound warehouse transactions, ensure accurate ERP postings, and maintain complete, well-organized documentation in support of accounting, warehouse, and logistics operations. Key Responsibilities Documentation and ERP Transaction Processing • Process inbound and outbound transactions in the ERP system accurately and in real time. • Post received items and quantities correctly and generate required ERP documents. • Ensure all system transactions are accurate, complete, and processed within established timelines. Sales and Delivery Documentation • Process and generate pick lists, sales invoices (SI), and delivery receipts (DR). • Release pick lists to the warehouse team for order fulfillment. • Prepare and transmit proof of delivery (POD) and proof of orders documentation. • Ensure delivery and receiving documents are complete, properly filled out, and transmitted to the Accounting Department with proper transmittals. Inventory and Stock Transfers • Process requests for stock transfer (RST) and stock transfer (ST) transactions. • Ensure accurate documentation and system entries related to inventory movements. Compliance and Records Management • Ensure compliance with company policies, procedures, ERP guidelines, and standard operating procedures. • Maintain systematic filing, organization, and retrieval of documentation. • Attend to internal and external queries related to documentation and transaction records. Reporting and Administrative Support • Prepare documentation-related reports and submit them to department heads as required. • Monitor documentation flow and highlight discrepancies or delays. • Request and manage office supplies related to documentation functions. Workplace Standards and Conduct • Maintain cleanliness and orderliness of the work area. • Adhere to company rules, code of conduct, safety standards, and quality protocols. • Observe punctuality, professional grooming, and proper workplace behavior. • Uphold and promote the company’s Vision, Mission, and Values. Other Duties • Perform other tasks that may be assigned by the immediate superior in support of business operations. Qualifications • Graduate of a vocational course in Computer Studies, Bookkeeping, Business Management, or related fields. • Bachelor’s degree is an advantage. • At least 1 year of experience in warehouse operations or documentation-related roles. • Working knowledge of ERP systems and Microsoft Office applications. • Strong attention to detail and accuracy. • Organized, dependable, and able to manage multiple tasks in a fast-paced environment. • Willing to be assigned to EISI Sta. Rosa Office.

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