Independent execution of logistical and commercial processing as well as coordination of processes with the corresponding internal departments & external partners, if applicable.
Goals of the position - Smooth handling of the operational, supplier-side processes - Smooth handling of operational, customer-side processes - Being the interface to customer and supplier, giving a high degree of service towards supplier and customer - Compliance with compliance-relevant regulations (foreign trade, tax, etc.) - Follow up and track account receivables from customers and account payables to suppliers by due date.
Individual tasks:
Logistical & commercial processing in ERP:
- Processing of purchase trading and sales trading orders for spot and contract transactions (creation of items, adjustment & maintenance of date fields & texts). - Goods call-offs from suppliers and ERP-side mapping of the call-off (PTC) - Creation of call-off in ERP & dispatch of call-off confirmations to customers (STC) - Creation of IBD/OBD for instruction of logistics departments incl. specification of required loading restrictions and delivery details - Creation of Warehouse Instructions (solids) for storage in warehouse, incl. assignment of labeling and posting of Goods Receipt - Maintenance of final loading data (weight, date) in IBD/ OBD as well as Purchase Trading and Sales Trading (relevant for hedging transactions) - Posting of the Goods Issue, if necessary Proof of Delivery - Instructions to document department (certificates of origin, B/Ls, L/Cs, etc. if required) Disposition: - Disposition of purchase & sales quantities (Excel) - Associating Purchase Trading and Sales Trading orders - Inventory management; quantity reconciliation for drop shipments - Inventory monitoring incl. data maintenance (batches, etc.) in SAP/ERP System - Maintenance of inventory lists in Excel - Quantity availability check and agreement with suppliers - Proactive feedback in case of undercapacities / overcapacities Logistic handling shipping (manual, without ERP) (container & bulk shipping): - Review of nominations (for FOB pickups/ CFR deliveries) - Forwarding to Shipping Charter for vetting check & obtaining feedback - Examination of preliminary products & independent selection of necessary hedging measures (commissioning of survey services) - Forwarding of ship nominations to suppliers / warehouse / customer (independent of Incoterm) - Preparation of B/L instructions & assignment to appropriate department or suppliers Invoice preparation & verification: - Creation of customer invoices - Check for correctness & plausibility (customs status, customs tariff number, VAT constellation, preference details, origin details, prices) - Checking whether an accounting document has been created - Cancellation & correction of invoices if necessary Creation & dispatch of documents: - If applicable, creation & dispatch of delivery bill (ERP or manual) - If applicable, creation & dispatch of "Warehouse instructions" (solids) Purchasing of services & ERP-side mapping: - Instruction of service providers incl. order & specification of requirements (manual) - Creation of Service Purchase Orders (e.g. customs, survey, storage fees, handling etc.) - Entry of Service Entry Sheets after service provision, cost allocation and release, as well as forwarding of the data to the accounting department Quality Management: - Checking of preloads for product compatibility in case of sea transports - Monitoring of product qualities and origins - Review of analyses and filing in J6NY - Recording of inspection results, incl. Usage Decision (Mini QM / Full QM) - Complaint processing in Sales Force (8-D Report), after direct receipt of a complaint from a business partner - Creation of certificates of analysis Credit: - Monitoring of credit releases of pending shipments provided a stop notice can be resolved by the credit department on short notice Letters of Credit: - Examination of sales letters of credit with regard to the fulfillment of the logistic conditions - Checking for fulfillment of logistical specifications when issuing letters of credit in purchasing (in cooperation with PM) Month/year-end closing: - Execution of month-end settlement (intercompany business) - Reconciliation and adjustment posting of inventories, at year-end closing in compliance with inventory regulations Other: - Provide customer service functions on Order-to-Delivery - Archiving (Digital) - checking for completeness, correctness and subsequent archiving of documents and business related communication (customs and tax audit). - Insurance: preparation of shrinkage reports to the insurance company (>0.5% liquid), processing of claims - Creation of Non Conformities (NCs) - Creation of credit and debit notes (FI notes) to business partners - Support of sample dispatch - Support and participation in department-specific and specialist department-specific projects - Support in the induction of new employees as well as the training and further education of apprentices and trainees. - Compliance with compliance-relevant regulations (foreign trade, tax, etc.)
