Customer Service Executive

Responsible for the efficient and timely procurement of both trade and non-trade goods and services to support operational and strategic business requirements. This role also involves close coordination with Credit & Collection to address billing concerns and ensure all necessary documentation for countering is in place for payment processing.

Key Responsibilities:

Procurement

1.   Process Purchase Order (PO) requests from the Department Managers (DM). Review details such as pricing, quantity, Incoterms, requested ETA in Manila and any special requirements.

2.   Review MRP parameters, consumption history, stock aging reports, and the collective display of stock requirements to support the submission and approval of the General Manager prior to PO creation.

3.   Upon approval of GM, check the purchase requisition to proceed with PO creation and request PO release from GM.

4.   Send the approved PO copy to supplier and/or upload the PO to supplier's portal.

5.   Coordinate with suppliers and monitor shipment status to ensure timely receipt of advance importation documents.

6.   Verify the accuracy and completeness of shipping documents before endorsement to logistics team.

7.   Secure local insurance for cost and freight (CFR) purchase orders/shipments and facilitate the necessary importation.

8.   Assist treasury in facilitating the Records of Goods Imported (RGI) for all trade importation upon receipt of advance docs and Arrival Notice.

9.   Close of unused purchase requisition (PR) every Friday.

1. Assist the SP and DM in accomplishing the Supplier's Accreditation form.

2. Process non-trade POs and ensure to close PO by performing MIGO upon receipt of vendor invoice.

Material Planning

1.   Provide assistance to salesperson (SP) and department managers (DM) by doing the following: monitor the updating of MRP parameters and upload Sales Forecast. Ensure correct sales-material assignment per SP for SAP forecasting.

2.   Send weekly report on committed delivery dates in reference to OOH. Monitor and ensure that the delivery dates are updated accordingly.

3.   Conduct forecast analysis to evaluate and improve forecasting accuracy.

4.   Generate and review the stock ageing report.

5.   Conduct regular review of the MRP (Material Requirements Planning) type assigned to active products.

6.   Validate and update the monthly sales forecast of active items every 23rd of the month.

7.   Send weekly and monthly sales monitoring reports to relevant stakeholders.

Collection:

1.   Prepare, transmit, and monitor invoice copies submitted to clients for countering, ensuring all invoices are properly acknowledged for payment processing.

2.     Coordinate with collection agencies to monitor and follow up on the status of countered documents, ensuring timely updates and resolution of pending items.

3.   Assist in resolving billing concerns and coordinate with the account's receivables group regarding accounts related concerns.

SAP Maintenance

1.   Conduct regular clean-up of the open/unused purchase orders.

Other Matters:

1.   Weekly update of visitor's record list in Morus SharePoint.

2.   Facilitate User Acceptance Testing (UAT) for new implementations and system enhancements in SAP.

3.   Serve as Person-in-Charge (PIC) or country representative for regional initiatives related to SAP MRP, procurement enhancements.

4.   Perform the responsibilities of the Customer Service (CS) Coordinators during their absence or leave.

5.   Perform other duties deemed necessary upon instruction by Supply Chain Manager or General Manager.

Qualifications:

• Bachelor's degree in business, Supply Chain or Customs Administration
• With at least 5 years of experience in procurement, purchasing, or customer service-related functions, preferably within a supply chain or manufacturing environment
• Experience in a team-lead / supervisory position is an advantage handling trade and non-trade purchases, vendor coordination, and purchase order processing.
• Background in using SAP for material planning and procurement transactions.
• Competent in Windows Applications - MS Word, Excel and PowerPoint
• Competent in SAP - SD module, MM module