Placing and managing orders :
- Place orders with factories: draw up of Purchase Order with shipping, packing, packaging, ship mark instructions
- Chasing and checking of Sales Confirmation from factory
- Where delivery extension is required: draft email with all the relevant details and e-mail merchants to forward to their buyer and follow up
- Advise QA to OA/TA once SC is approved
- Handling of all queries from supplier and buyer
- Regular communication with factory regarding progress of production
- Capture all details of each order on the internal software system, including any amendments
Fit (pp) sample process: - Order, chase and check fit samples from factory
- Label and send to customer for approval.
- Communicate with customer regarding sending in of fit samples and chase approval. Chase the QA team for the fit sample Appraisal/approval report
- Communicate results of Appraisal report to factory and ensure it is complied with.
Payments: - Assist to negotiate payment terms.
- Prepare deposit and balance payments in accordance with agreed terms.
Shipment :
- Chase and receive bulk pictures from factory in advance of shipment: Check all details before authorizing shipment
- Communicate regularly with shipping department regarding goods ready date and shipment date
Weekly meetings :
Manage and implement Weekly on-order with Office Manager, with a view to checking:
- That all orders on system have been received and processed
- Outstanding SCs
- Outstanding Pre-pros
- Outstanding approvals/appraisal reports
- Outstanding deposit payments
- Production issues
Amendment and cancellations :
- Receive amendments from merchants : capture on internal system and file.
- Advise shipping dept of any changes that may impact the shipping schedule.
Returns and breakages: Breakages:
- Receive reports from shipping dept regarding any broken or damaged cartons/products in containers
- Send a claim to the factory advising of such breakages/damages immediately- and hand claim form to office manager (to follow up with factory, make necessary deductions)
Returns:
- Receive reports from warehouse regarding any returns from customers
- Send a claim to the factory advising of such breakages/damages immediately
- Meet with Office Manager to assess the reason for breakages/returns and discuss whether to claim from factory and ways to prevent such breakages in future.
Requirements: - High Level of Attentivenes
- Attention to Detail
- Ability to prioritize tasks effectively and respond promptly to urgent situations or deadlines.
- Effective Time Management
- Good Communication Skills
- Problem-Solving Mindset