Purchase and Sales Administration Supervisor

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