Documentation Support/nhân Viên Chứng Từ (& Backup for Temporary Planner) - Outsource Position - Vietnamese Only

Scope of Work:
1. Documentation
Fully in charge of preparing the complete set of shipping docs to customers
2. Control warehouse of marketing stock at HMC office
3. Backup for planning tasks
Specific tasks:
1. Documentation:
• Collect and check full set of Shipping documents (Packing List, Customs Declaration sheet, Certificate of Origin, Certificate of Quantity and Quality, Certificate of Compliance, Test report, ect.,), ensure the basic information of products such as Model description, Part Number. Origin, Quantity are consistent among kinds of documents and follow customer’s order request.
• Make photocopies, prepare document checklist, and dispatch the full set of docs to customers. Record the bill of dispatch for tracking purpose.
• Scan documents to customers upon request.
• Follow up documents’ enquiries from customer service/sales/ customers.
• Support Warehouse Operator to prepare documents: Shipment arrival notice, Delivery Note - DN. Collect signed DN from Transporters and file properly.
• Ensure the above docs/ tasks are done within required timeline and prepare KPI report on monthly basic.
2. Control marketing stock:
• Co-ordinate with Marketing staff to check physical items upon receipt from suppliers. Make sure cargo are received correctly in stock versus delivery note
• Pick and deliver items to Marketing staff upon request as procedure
• Take monthly count and reconcile physical versus documents. Report any discrepancy in time
• File properly receipt/issue document as procedure
• Ensure logical/ clean storage in the storage location
3. Planning:
• Product sourcing
o Source local/oversea products/ suppliers that are close to Grundfos’ standard product and as per purchasing policy;
o Co-ordinate with local suppliers and Service team to calculate costing, product lead-time;
o Follow up contract, delivery, shipping docs and payment;
• Order follow-up (main task)
o Check and reply lead-time to Sales/ Customer Service Team
o Create and follow up Purchasing Order (PO) in SAP system with oversea
Grundfos factories until cargo arrive Grundfos Vietnam warehouse as requirements from customers and Grundfos’ purchasing process
o Maintain timely update and alert delivery issues to related parties
Others assigned by Supply Chain Supervisor

- 13th Month Salary - Social Insurance, Health Insurance, Unemployment Insurance according to Labor Laws - Training Opportunity