Position
Logistics Supervisor/ coordinator
General Job Description :
We are seeking a dedicated and detail-oriented Logistics Supervisor responsibilities include supporting all supply chain procedures, from coordinating deliveries to managing shipping documentation and keep track updating all order database records and information. To be successful in this role, you should be well-organized and understand the order fulfillment cycle.
Logistics Supervisor is responsible for maintaining procurement records. Able to multi-task and manage time well. Sociable, and communicates well with both suppliers and colleagues, and company customers. Detailed, and is able to work in a fast-paced work environment. Ultimately, you will ensure our customers receive the right orders on time.
Job Duties
· Plan shipments based on a scheduled delivery and customer requests
· Track orders to ensure timely deliveries
· Send all order details before and after delivery
· Maintain all order details e.g S/N , SO number, PO number, project number, Agreement number, Activation number, ..etc.
· Prepare shipping documents (like invoices, purchase orders and bills of lading)
· Coordinate our supply chain procedures to maximize quality of delivery
· Schedule our drivers and align with our procurement staff and project manager
· Maintain updated records of orders, suppliers and customers
· Provide information to procurement and project manager about the status of each project orders
· Review shipping documents of inbound supplies, and verify their compliance with contract terms and approved distribution plans, and follow up with the local authorities/carrier on duty exemptions and customs clearance related issues.
· Prepare official exemption letter, and clearance requests for inbound supplies.
· Coordinate his activities with the Finance Manager and procurement Manager
· Ensure effective use of funds allocated for drivers only for purposes described in the program design and budget and per guidance provided by the Finance Manager and procurement Manager
· Oversee the administration of order files and relevant documents, including the filing of documents, physically and electronically
· Perform receptionist, operator and librarian tasks as needed
· Perform other logistical and administrative tasks within the program’s scope of activities, as instructed by management
· Full adherence to follow and use the proper tool and communication to track order status and logistics stuff
· Responsible in administrative and logistical arrangements for the project and general office events e.g., renting of labors, arrangement of accommodation, transportation, and providing complete materials delivery and documents on time
· Assist in organizing storage of all goods procured, maintaining and updating inventory lists in accordance with the requirements.
· Schedule and coordinate transport and vehicle plans with the driver
· Ensuring the quality of all products is maintained during the shipment period
· Ability to lead the order processing cycle
· Assist in building relationships with company network and external vendors for procurement
· Assist in ongoing review records and information to determine if work processes and procedures are effective
· Gather list of distributors and suppliers in line with selection processes
· Provide receipt of products based on procurement requirements and quality assurance processes
· Purchase Order Management: Assist in the creation and processing of purchase orders. Review purchase orders for accuracy and completeness. Track and monitor order status to ensure timely delivery.
· Vendor/ distributors / suppliers Communication: Liaise with suppliers to resolve order discrepancies or issues. Communicate delivery schedules and expectations to suppliers. Maintain positive relationships with vendors.
· Inventory Control: Monitor and update inventory levels to avoid stockouts. Assist in conducting regular stock counts and reconciliation. Coordinate with relevant departments to manage surplus or obsolete inventory.
· Documentation and Record-Keeping: Maintain accurate procurement records, including purchase orders and contracts.Organize and file procurement documents for easy retrieval. Prepare reports and summaries as needed.
· Cost Control: Assist in cost analysis and cost-saving initiatives. Identify opportunities for cost reduction without compromising quality
· Administrative Support: Provide administrative support to the procurement team as required. Schedule meetings, maintain calendars, and assist with correspondence.
· Support data collection on potential distributors and suppliers that fulfil requirements
· Support procurement activities based on product specifications and customer needs
· Support sales and finance departments to process payment to distributors and suppliers
· Support work improvement activities and performance improvement strategies.
· Track statuses of purchase orders based on company procedures and update relevant departments and stakeholders team.
· Use the latest company tool to improve operations
· Forecast procurement needs
· Build and develop relationships with key suppliers and customers.
· Prepare purchase requisitions, get the required approval and issues purchase orders in accordance with company policy and negotiated terms and conditions
· You will work together with the procurement team. You will check the accuracy of each order and give the payments to suppliers. You must ensure that all the billings of the company are monitored correctly to promote financial growth.
· Monitoring stock levels and keeping the ex-stock up to date
· Tracking orders and ensuring timely delivery prior the deadline
· Update internal databases with order details (dates, vendors, quantities, discounts)
· Follow up with suppliers, as needed, to confirm or change orders
· Ensure all products arrive in good condition compared to company PO BOQ
Location
You will be based at Jeddah but, from time to time, you will be required to do a certain task for 1 or 2 days at such other locations within Saudi Arabia regions as reasonably determined by the needs of the business, travel expenses will be covered by the company.
Key Skills And Competencies
· Work experience accounting knowledge.
· Good understanding of supply chain procedures
· Advanced experience of MS Excel , word, Outlook ,&PDF
· Excellent communication and negotiation abilities
· Attention to detail and a high level of accuracy
· Ability to work independently and as part of a team
· Willingness to learn and adapt to changing procurement processes
· BSc in Supply chain management, Logistics or relevant field
