Logistics and Finance Administrator

Job Summary:
This role is responsible for managing inbound and outbound freight, maintaining financial records, ensuring smooth coordination between logistics and finance teams, and optimizing supply chain efficiency. The ideal candidate will be adept at problem-solving, have strong analytical skills, and be capable of working across multiple departments and stakeholders.

Process you prescreening and complete your account on our portal: https://talkpu.sh/NEsv7MJs

Key Responsibilities:

Logistics & Distribution (75%)

Inbound Freight:

• Coordinate with the Production team & 3PL providers to facilitate the smooth flow of goods from suppliers to 3PL locations.
• Plan all inbound freight movements to domestic distribution centers in AU and the USA in collaboration with the Operations Manager.
• Ensure accuracy in inbound stock, including quantity verification, correct allocation, and compliance with company and regional standards.

Pick & Pack (PNP):

• Manage and schedule 3PL providers to meet required customer outcomes for both B2B and B2C channels.
• Collaborate with 3PLs to optimize inbound/outbound logistics, consolidate inventory projects, and manage stock movements.
• Issue pick notes to 3PLs and ensure timely dispatch of orders to meet delivery requirements.

Outbound Freight:

• Book and coordinate outbound shipments to third-party customers and direct channel sources, ensuring compliance with shipment manuals.
• Oversee bulk freight movements with providers, ensuring accurate documentation and adherence to expected timelines.
• Process manual invoices and required customs or freight documentation on schedule.

Retail Logistics:

• Organize and manage retail store stock deliveries, including initial store orders, restocking, inter-store transfers, and stock write-offs.

Supplier & Vendor Management:

• Maintain strong relationships with logistics and distribution suppliers/vendors.
• Work with Operations and Production teams to align inbound and outbound schedules with delivery commitments.

Customer Relationship Management:

• Communicate proactively with customers regarding shipment arrivals and resolve any logistics-related issues efficiently.
• Work with the Operations Manager to improve delivery processes and DIFOT (Delivered In-Full, On-Time) performance.

AU & USA Office Collaboration:

• Maintain ongoing communication with AU & USA offices regarding logistics plans and inventory movements.

Reporting:

• Prepare and maintain reports on inbound/outbound deliveries, fulfillment rates, freight performance, and 3PL effectiveness.

Finance Administration (25%)

Accounts Payable:

• Upload invoices for approval and enter approved invoices into the ERP system.
• Set up new suppliers, ensuring proper documentation and approvals.
• Process payments through ERP and banking systems.
• Generate and distribute weekly Creditors reports.
• Maintain clear communication with suppliers regarding payment status.

Accounts Receivable:

• Allocate received funds to appropriate invoices, ensuring accurate account balances.
• Follow up with overdue customers, providing statements and invoice copies as needed.
• Manage collections processes in coordination with external collection agencies.
• Generate and distribute Debtors reports fortnightly.

Stock Receipting:

• Perform three-way matching of inventory receipts in the ERP system.
• Report discrepancies to the Accountant and Production Manager.
• Maintain supplier account statements, ensuring all invoices are received and approved.

Bank Reconciliation:

• Record, allocate, and reconcile all transactions in bank accounts on a weekly basis.

Administration & Ad Hoc Duties:

• Generate ad hoc reports and assist other departments as required.

Key Performance Indicators (KPIs):

• DIFOT – Ensure all internal and external stock movements meet required service levels.
• Freight Efficiency – Maintain sea freight to air freight ratio per budget expectations.
• Cost Per Unit (CPU) – Optimize inbound and outbound delivery costs.
• Order Accuracy – Achieve 99% accuracy in order fulfillment.
• Customer Responsiveness – Address logistics-related customer issues within 24 hours.
• Supplier and Customer Relations – Maintain strong, collaborative relationships with service providers and customers.
• Zero Chargebacks & Failed Deliveries – Prevent financial penalties and failed shipments.
• Financial Reporting – Ensure AR, AP, bank reconciliations, and stock reports are completed weekly.

Qualifications and Skills:

• Tertiary qualification in Business Operations, Supply Chain, Finance, Information Systems, or a related field is desirable.
• Minimum of 3 years' experience in logistics and distribution as part of Operations
• Strong ERP system experience (Apparel21 preferred).
• Strong understanding of Australian accounting standards and regulatory requirements.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel) & Reporting (VLOOKUP etc.)

Job Type: Full-time

Pay: Php30,000.00 - Php50,000.00 per month

Benefits:

• Paid training

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Monday to Friday

Supplemental Pay:

• 13th month salary
• Performance bonus

Experience:

• Australian client: 1 year (Required)

Work Location: In person