Data Encoder

Position Summary

The Data Encoder / Inventory Clerk is responsible for accurate data entry, monitoring, and updating of inventory records for all frozen meat products such as pork, chicken, and beef. This position ensures that all inbound and outbound movements of stocks are properly documented to maintain accurate inventory levels and support smooth warehouse and sales operations.

Key Responsibilities
1. Data Encoding & Documentation

• Encode all incoming and outgoing frozen meat items in the company's inventory system, including item codes, descriptions, quantities, batch numbers, production dates, and expiration dates.
• Ensure all documents such as Delivery Receipts (DR), Sales Invoices (SI), Purchase Orders (PO), Receiving Reports (RR), and Dispatch Records are accurately recorded.
• Update daily inventory logs and maintain organized digital and physical filing of documents.
• Encode price updates, stock adjustments, spoilage reports, and returns as instructed by the supervisor.

2. Inventory Monitoring & Control

• Assist in daily monitoring of stock movement to ensure correct inventory levels.
• Coordinate with warehouse personnel to verify actual stock vs. system records.
• Participate in physical inventory counts (daily, weekly, or monthly) and reconcile discrepancies.
• Check and record the condition of stocks (e.g., damaged packaging, thawing, temperature issues) and report any abnormalities.

3. Coordination & Communication

• Coordinate with Purchasing, Sales, Warehouse, and Dispatch teams regarding stock availability, shortages, or discrepancies.
• Notify supervisors of any errors in documents, incorrect item loading, or mismatch in orders vs. dispatch.
• Provide updated inventory reports when requested by management or other departments.

4. Compliance & Record Accuracy

• Ensure accuracy and completeness of all encoded data, especially items under fixed weight vs. variable weight categories.
• Follow company guidelines related to food safety, proper documentation, and frozen product handling standards.
• Maintain confidentiality and integrity of company records.

5. Other Administrative Tasks

• Prepare summary reports such as daily inventory summary, variance reports, and stock movement reports.
• Assist in generating documents for audits or supplier/client concerns.
• Perform other related tasks that may be assigned by the Inventory Supervisor or Management.

Qualifications

• College graduate or vocational course related to Business, Office Administration, or any relevant field (preferred but not required).
• At least 1 year experience in data encoding or inventory work; experience in frozen meat, trading, or warehousing is an advantage.
• Proficient in MS Excel, inventory systems, or data recording tools.
• Strong attention to detail and accuracy in encoding and reviewing data.
• Good communication skills and ability to coordinate with various departments.
• Can work under pressure and handle time-sensitive tasks.
• Willing to work in cold storage or warehouse environment when needed.

Key Competencies

• Accuracy & attention to detail
• Organizational skills
• Time management
• Problem-solving and analysis
• Teamwork and cooperation
• Honesty and reliability

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