Vendor Operations Specialist

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
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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

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.

VCreation 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.

Follow up on all backorders periodically review (at least twice a month) and housekeep all outstanding Purchase Order base on Backlog report.

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.

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.