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Job Summary
The Purchase & Sales Administration Supervisor operates as the team leader for a team of Purchase and Sales Administrators, ensuring the overall coordination of physical movement of goods from supplier to the retail/distribution. He/She supports and assists the Logistics Manager in such a manner as to provide the best possible service to the customers.
Main Responsibilities
Supervise and Monitor the Purchase functions
Daily check and follow-up of all incoming communication. Check with concerned parties for analysis/action when required and passing on information to relevant parties
Validate and transmit the supplier’s purchase orders upon receipt of the division’s orders.
Receive, check and follow-up on suppliers’ original documents (i.e. invoices, packing lists, and certificates duly signed and stamped)
Check and report shortages/ excesses/ damages if any. Negotiate credit notes issue and goods returns as and when required
Upload consignments upon checking and matching supplier invoices with corresponding orders/back orders if any and check its overhead (i.e. Clearance charges, Freight, FOB, insurance and others) against the agreements with the forwarders and other parties
Maintain, update and issue forwarders in Invoices / Weekly report
Issue and maintain the Forwarders weekly report (i.e. the reporting of the expected shipments by priority for the next week)
Monitor and maintain the divisions/ departments support services provided
Prepare the credit notes for the goods that are returned from the customers.
Keep Finance department informed about all credit note, pending shipments not processed by month end, monthly inventory results and coordinate for annual inventory check.
Team Supervision
Team briefings and staff awareness
Constant and pro-active communication with Divisions, stores, forwarders, clearance agents
Coordinate with warehouse staff/ Division/ Suppliers’ team for any clarification in connection with the above-mentioned jobs to go more accurate way
