Purchasing Administrative Coordinator

Job description / Role

The Purchase Administrative Coordinator looks after documentation of inbound and Outbound shipments. He/she supports a team of Purchase and Sales Administrators who is entrusted with the task of executing the documentation function.

In their endeavor to excellence, the fundamental values all our employees must possess are Commitment, Integrity, Empathy and Flexibility

Main Responsibilities

Purchase Order Coordination
- Complete the Purchase documentation function in receiving import shipments from various suppliers
- Process Purchase Order in the system prior to cargo arrival.
- Ensure all customer import requirements are completed.
- Receive purchase orders and enter divisions Purchase Orders upon requisition
- Monitor and report shipment discrepancies.
- Ensure all state, customs and other applicable regulations are followed while fulfilling customer requirements.
- Coordinate with Freight forwarder, Warehouse, Accounts & Division upon cargo arrival to complete shipment receiving.
- Coordinate with accounts for submission of released documents.
- Effective communication with Divisions, Warehouse & Suppliers for Smooth release of shipments for sales
- Ensure all shipment records are filed and maintained in a systematic method or as directed by the management and easily retrievable when required
- Track, monitor and evaluate KPIs of documentation turn around lead time to reduce shipment release time and improve Customer Satisfaction
- Ensure to accomplish the yearly objectives set by the management.
- Strictly follow standard processes, procedures and work instructions as per the company's Quality management system.

Sales Order Coordination
- Coordination with the Sales Administration team in generating Shipping Documents and other Shipment related certificates
- Plan workload and coordinate amongst the team members to meet deadlines
- Coach / Guide and support Sales team members to carry out Sales documentation.
- Handle priorities as per customer shipping requirements
- Coordinate in dispatch of shipments as per territory requirements.
- Ensure all state, customs and other applicable regulations are followed while fulfilling customer requirements.
- Coordinate closely with divisions (clients) to ensure that the value added services provided are up to the requirement and to aim to enhance the services provided.
- Track, monitor and evaluate documentation turn around lead time to reduce turnaround time and improve Customer Satisfaction

Quality, Health & Safety and Environment
- Ensure to accomplish the yearly objectives set by the management.
- Close analysis, promotion and identification of areas for improvement within the companys Quality Management System as per ISO 9001 standards
- Ensure that department keeps a high standard of health and safety and environmental performance as per OHSAS 18001 and ISO 14001.
- Report all incidents, of any nature and however caused, to their immediate superior completing all necessary documentation promptly and accurately.
- Not intentionally or recklessly interfere with or misuse any equipment provided for ensuring health, safety or welfare.
- Report damage to equipment fixtures and fittings, MHE defects, incidents at work.

Requirements

- High School Certificate
- Minimum 3-4 years of experience

Specialist knowledge:
Microsoft Excel, Logistics & Documentation background

Language Fluency: English
Current Location: UAE

About the Company

The Chalhoub Group is the leading partner for luxury across the Middle East since 1955. As an expert in retail, distribution and marketing services based in Dubai, the group has become a major player in the fashion, beauty and gift sectors regionally.

By blending its Middle East expertise and intimate knowledge of luxury, Chalhoub Group is building brands in the region, by offering service excellence to all its partners and a unique experience to its customers through its passionate teams.

With a growing workforce of more than 9,000 people, implemented in 14 countries, as well as the operating of over 470 retail outlets, the group's success is attributed to its most valued asset of highly skilled and dedicated teams. Professionalism and passion are what fuel the Chalhoub Group's competitive edge in today's market.

By being committed to implementing sustainable practices into their business, the Chalhoub Group has been awarded in 2013 the CSR Label from the Dubai Chamber of Commerce.