Vendor Operations Specialist

Job Specification:

• PO Processing, order fulfilment and coordination
• Purchase Order processing
• Shipment handling and coordination
• Vendor Return Processing
• Document handling and order checking
• Item master maintenance
• Item Master Creation
• Lot Transfer & Item Packaging
• Landed Cost creation
• Suggested Base Price & Supplier Catalogue
• Cost Adjustment submission
• Vendor Report Submission
• Vendor Program updates and Vendor Contract (VC) creation in JDE
• SDB-Normal Price
• Prepare and Review Activities Report
• Others and/or related matter

Roles & Responsibilities:

PO Processing, order fulfilment and coordination

• Check and verify all information stated in the SO match against customer PO and vendor Quotes. Verify with the PM/Salesperson for any discrepancies in pricing, bundling item, drop ship delivery address, SST charges before proceeding with the PO processing.
• Check and ensure the GP of the deal is positive, reject order if without valid supporting document.
• For vendor with foreign currency, to double check the current forex exchange rate.
• Check PO entered into system, ensure accuracy before submission for manager approval.
• Login order into Vendor portal according to the contents of the approved PO. For those Vendor without portal, send PO copy via email. Approval in JDE must be obtained before any order can be logged into Vendor Portal. Ensure PO is successfully accepted by Vendor.
• Update STS Order Report when processing STS order. Ensure STS order value are within the approved value by MD.
• Ensure PO is processed in a proper manner and in accordance to company rules & regulations
• Any amendments to PO, supporting documents/email is to attach in JDE PO.
• Report to Team leader for any issue arises.

• Provide information to Vendor on drop shipment order including delivery address, shipping instruction and delivery date accurately.
• Follow up Proof of Delivery (POD) with Vendor.
• Check and match POD against our PO, Sales Order and customer PO.
• Check & verify Software License/E-cert/Contract thoroughly.
• Forward POD to warehouse for in-stock & billing. Ensure order successfully billed.
• Work closely with warehouse to arrange inbound shipment to be station in main warehouse or 3rd party Warehouse.
• Liaise with forwarder on delivery and custom clearance to avoid unnecessary staging cost.
• Obtain approval from Manager for advance tax payment for the tax amount above RM10k with complete documents before flow to Finance for payment.
• Follow-up payment from Finance and email to Forwarder to escalate on the custom clearances & ETA to our warehouse/3rd party/Dropship to EU place.
• Check and verify HS Code, product description, quantity & value on the Commercial Invoice and K1 Form before proceeding for the application of AP permit.
• Sending AP permit to forwarder agent for custom clearance
• Application of Type Approval for new product.
• Monitoring delivery date, Pre-alert forwarder and warehouse/3rd party on any incoming goods from the Supplier.
• Liaising with the inbound forwarder, provided greenlight to proceed shipment.
• Safe keep the custom documents into Freight K1 email group for the viewing of PM.

• Process Vendor Return in JDE, all return must accompany with Vendor approval.
• Coordinate with warehouse on the return method, self-collect or delivery.
• Follow up on Credit note receive and forward to Finance for account offset/3MW.

• Order Acknowledgement from vendor portal to be saved together with PO under “Daily Purchase Order and OC” folder.
• Check and match to ensure order logged to vendor Portal is fully match with PO.

• Item Master Creation
• Ensure all the necessary fields need to be entered correctly in order to capture accordingly in any order module, order print form and report.
• Input correct Tax code & Business code (003)
• PMs to send email with the supporting document i.e. vendor revised quotation, or email shall there be any request on the amendment of the product description or product tree.

• Perform Lot transfer and Item packaging, ensure accuracy in quantity and cost upon request from PM.
• Obtain new Location from warehouse (If any).

• Create Landed cost for new Item master involved with Inbound shipment
• Maintain Landed cost percentage with accurate cost level in JDE

• Create and maintain Base Price and Supplier Catalogue in JDE

• Check cost adjustment form and supporting document including approval according to LOA before proceeding to Finance for processing.

• Ensure accuracy of report submission to avoid from any discrepancy.
• Ensure the report submission meet the expected time line set by Vendor.

• Vendor Program Updates - Updates Program Promotion ID into JDE for the period required in order to capture into Aspen reporting upon receiving of PM information. This is to secure and entitle for the rebate payout for any billing of the respective SKU that happen during the program promotion period.
• Vendor Contract (VC) - Creation of VC in JDE with Vendor Eclipse ID / Special bid. Ensure all the necessary fields are entered correctly.

• Updates program letter for the eligible SKU & necessary fields in JDE SDB-NP
• for the period required.
• iAttach the program letter into Vendor Program sharefolder for Finance perform reconciliation of Notional Adjustment.

• Backlog Report
• Follow up on all backorders periodically review (at least twice a month) and housekeep all outstanding Purchase Order base on Backlog report.
• Drop ship report to update daily

• To have teamwork and assists each other on all job related matter.
• Check and respond to the incoming email under Group mailbox.
• Follow ISO procedures and maintain compliance in all aspects
• To carry any other duties and job functions as and when required by the company or persons acting on behalf of the company.

Requirements:

• Candidate must possess Diploma in related field or minimum of 2 years working experience
• Proficient in English and able to communicate at all levels
• Computer literate, knowledge in MS office example Excel, Words and PowerPoint
• Team player, highly committed, motivated, energized, diligent and willing to learn.
• Good and positive attitude, patience and well-organize.

Key Skills

• Elective Benefits: Our programs are tailored to your country to best accommodate your lifestyle.
• Grow Your Career: Accelerate your path to success (and keep up with the future) with formal programs on leadership and professional development, and many more on-demand courses.
• Elevate Your Personal Well-Being: Boost your financial, physical, and mental well-being through seminars, events, and our global Life Empowerment Assistance Program.
• Diversity, Equity & Inclusion: It’s not just a phrase to us; valuing every voice is how we succeed. Join us in celebrating our global diversity through inclusive education, meaningful peer-to-peer conversations, and equitable growth and development opportunities.
• Make the Most of our Global Organization: Network with other new co-workers within your first 30 days through our onboarding program.
• Connect with Your Community: Participate in internal, peer-led inclusive communities and activities, including business resource groups, local volunteering events, and more environmental and social initiatives.

Don’t meet every single requirement? Apply anyway.

You may be exactly the person we’re looking for!

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