The posting
Supply Chain Specialist (Shared Services)
Work Location: Metro Manila, Philippines Work Set-up: Hybrid Schedule: Day Shift / Night Shift Employment Type: Full-time / Contract
Job Summary
We are seeking a detail-oriented and proactive Supply Chain Specialist (Shared Services) to support end-to-end supply chain operations, order processing, shipment coordination, and customer service activities across multiple markets. The role involves coordinating with suppliers, manufacturing facilities, logistics providers, customers, and internal departments to ensure timely and accurate order fulfillment, efficient inventory management, and complete shipping documentation. The successful candidate will utilize SAP or other ERP systems to manage supply chain transactions, monitor deliveries, support procurement and financial closing activities, and ensure compliance with established operational procedures and internal controls.
Key Responsibilities
1. Supply Chain Planning and Master Data Management
- Coordinate product phase-in and phase-out activities for assigned markets and customers.
- Maintain accurate customer and material master data in SAP or other ERP systems.
- Support demand and production requirement changes by coordinating updates with manufacturing facilities and relevant stakeholders.
- Monitor supply requirements and collaborate with internal teams to maintain product availability and minimize supply disruptions.
- Ensure supply chain data and planning parameters are accurate, complete, and updated within established timelines.
2. Order Management and Logistics Coordination
- Process sales orders, purchase orders, and related supply chain transactions in SAP or other ERP systems.
- Verify order details, quantities, pricing, delivery schedules, and other relevant parameters to ensure accurate and timely processing.
- Coordinate shipments of finished goods, semi-finished goods, and raw materials with suppliers, factories, freight forwarders, carriers, and warehouses.
- Monitor shipments and deliveries from order processing through final destination to ensure on-time and in-full fulfillment.
- Process transportation-related transactions and update shipment information in relevant systems and platforms.
- Track delivery status, investigate delays, and coordinate corrective actions to resolve order fulfillment issues.
- Support inventory monitoring and implement measures to minimize excess inventory, product obsolescence, and avoidable write-offs.
3. Shipping Documentation and Customer Service
- Coordinate with freight forwarders and carriers to prepare and process transportation and shipping documents.
- Prepare and validate order confirmations, pro forma invoices, packing lists, export invoices, and credit or debit memos, as applicable.
- Facilitate the preparation of certificates of origin, product freshness certificates, and other documents required by customers or destination markets.
- Ensure that shipping documents are properly issued, certified, legalized, and submitted within required timelines to support customs clearance, billing, and accounting activities.
- Respond to internal and external stakeholder inquiries regarding orders, shipments, delivery schedules, and documentation requirements.
- Maintain accurate transaction records and ensure compliance with customer, market, and company requirements.
4. Procurement Support, Financial Coordination, and Compliance
- Create purchase orders for company services in accordance with approved requests and established procurement procedures.
- Ensure goods receipts are accurately and promptly posted upon confirmation of service delivery.
- Coordinate with Finance and other relevant departments to resolve vendor payment issues involving billing entities, quantities, currencies, and invoiced service costs.
- Support accounts receivable and accounts payable activities, including month-end, quarter-end, and year-end closing requirements.
- Review blocked invoice documents from third-party and intercompany suppliers and facilitate their release or rejection in accordance with established approval procedures.
- Participate in monthly and quarterly goods receipt/invoice receipt (GR/IR) clearing activities and implement corrective actions to resolve outstanding purchase order balances.
- Comply with applicable internal controls, company policies, and J-SOX requirements related to supply chain, order-to-cash, procure-to-pay, and inventory management processes.
- Support internal and external audits by providing relevant records, documentation, and transaction details.
- Identify operational risks, assess the impact of regulatory or business changes, and recommend appropriate solutions or process improvements.
5. Process Improvement and Stakeholder Collaboration
- Maintain updated process documentation, work instructions, and backup materials to support business continuity.
- Coordinate handovers and provide operational backup coverage during planned absences or changes in work assignments.
- Monitor changes in taxation, regulations, trade restrictions, embargoes, and other requirements that may affect supply chain operations.
- Investigate operational issues, analyze root causes, and recommend improvements to enhance efficiency, accuracy, and service delivery.
- Collaborate with internal stakeholders, including Finance, Procurement, Customer Service, Manufacturing, Logistics, and other shared services teams.
- Participate in process improvement initiatives, system enhancements, and supply chain projects as assigned.
- Perform other supply chain and shared services responsibilities as required by the immediate supervisor.
Qualifications and Requirements
- Bachelor's degree in Supply Chain Management, Logistics, Industrial Engineering, Business Administration, Operations Management, or a related field.
- At least 3 years of relevant experience in supply chain operations, logistics, order management, customer service, or a related function, preferably in a multinational company or shared services environment.
- Experience handling end-to-end supply chain processes, including order processing, shipment coordination, inventory monitoring, and delivery tracking.
- Working knowledge of SAP, SAP S/4HANA, SAP ECC, SAP IBP, or other ERP and supply chain management systems.
- Understanding of logistics operations, transportation processes, shipping documentation, and international trade requirements.
- Familiarity with procurement transactions, purchase order processing, goods receipts, invoice verification, and GR/IR reconciliation is an advantage.
- Knowledge of inventory management, customer and material master data, and supply planning processes.
- Understanding of internal controls, audit requirements, and compliance procedures is preferred.
- Proficiency in Microsoft Office applications, particularly Excel.
- Strong analytical, problem-solving, organizational, and coordination skills.
- Excellent written and verbal communication skills in English.
- Ability to manage multiple priorities, work independently, and meet strict operational deadlines.
- Strong attention to detail and commitment to data accuracy and service quality.
- Effective stakeholder management and collaboration skills, with a proactive approach to resolving operational issues.
- Adaptable to changing business requirements and committed to continuous process improvement.
- Willingness to work on a day or night shift, depending on business requirements.
Preferred Qualifications: Experience in multinational shared services, global supply chain operations, SAP-based order management, or international logistics is an advantage. Additional language proficiency, particularly French or Spanish, is also beneficial.
