Overview

Coordinate with internal and external partners, the movement of goods, supplies and parts required by the company entering and exiting plant. Ensure compliance with all laws, regulations, and documentation procedures. Arranges for all necessary transportation and delivery to be made on time, always informing customers of the location of their shipments.

INCOMING ORDER COORDINATION FOR ASSIGNED DEPARTMENTS

• Source quotes for the supply of goods and services in accordance with requests from Quality Assurance, Production and Operations Support Services.
• Monitor progress of all placed orders to ensure arrival of materials in a timely manner for use by means of:
  • Communicate routinely with Suppliers on shipment progress
  • Source freight quotes for applicable shipments
  • Follow up with shipping agencies and suppliers to obtain complete documentation to allow for efficient customs clearance. (Applicable to foreign shipments)
  • Review and submit all required documentation to Customs personnel prior to shipment arrival
  • Submit required documentation to Finance department for advance/progressive payments where applicable
  • Advise Stores/Raw Material and Finished Goods Warehouse personnel of expected cargo arrival on compound
  • Follow up on all open transactions with Stores/Receiving Clerks to have these completed in a timely manner.
• Immediately raise risk of material supply with Purchasing Manager and work to appropriately address such risk.
• Support Purchasing Manager in managing identified stock risks by the placement/amendment of orders in line with defined contingency plans.
• Prepare costings for all applicable materials for submission to Finance.
• Review all purchasing and receiving documentation for accuracy and completeness before submission to Finance for Receiving Process.
• Report routinely on progress of shipments to Internal Stakeholders

Audit open purchase orders in system to ensure they are closed in a timely manner.

VENDOR MANAGEMENT

• Create new vendors in system as required after review by Purchasing Manager.

Review and update vendor information for compliance and changes. Including but not limited to:

• Key Contact Information
• Payment Terms
• Lead Times (order placement to dispatch)
• Minimum order quantities
• Material Configurations
• Dates of Certifications
• Material technical information
• Material Safety Data Sheets where applicable
• Supplier questionnaire
• Banking/Payment information
• Follow up for resolution of all non-conformances relating to quality or supply of goods or services
  • Elevate to Purchasing Manager where progress is not being made in a reasonable timeframe

• Collaborate with Vendors to identify optimal methods for order management to allow for best purchasing workflow by means of:
  • Consolidation of purchases to meet tiered pricing structure
  • Agreement on timeframes for order amendments
  • Consolidation of order to give better supplier production run

EXPORT ORDER FULFILMENT FOR ASSIGNED CUSTOMERS

• Coordinate all tasks relating to translating customer order into dispatched shipment.
• Liaise closely with Export Manager to review the submitted orders and to determine feasibility for shipment.
• Arrange, where applicable, with any customer partners for the delivery of items to include in top load shipments.
• Communicate with haulers and shipping agents for availability of containers
• Prepare Loading and Shipping plans.
• Provide packing slips to Finished Goods Warehouse for shipment loading
• Communicate with haulers and shipping agents to coordinate container arrival and dispatch of containerized and loose cargo shipments to the relevant ports.
• Process Caricom Invoices using applicable software
• Communicate with relevant regulatory agency to process documentation governed by Ministry of Trade – TTBizlink inclusive of but not limited to:
  • Certificates of Origin
  • Free Sale Certificates
  • Import Licenses
  • Export Health Certificates
• Ensure timely dispatch of shipping documents to customers.
• Work with Customs to arrange document preparation.
• Post invoices in a timely manner to avoid any system backlog
• Complete any other tasks involved in shipping product on time

ENTRY REQUIREMENTS

• Certification in Logistics or Supply Chain Coordination (Diploma level or above)
• 4 years in import and/or export logistics
• Knowledge of Microsoft Office specifically Excel, Word, PowerPoint
• Knowledge of Microsoft Dynamics Great Plains software
• Working experience in ACE Software