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Purchasing/Logistics Coordinator
1 month ago
EXEMPT STATUS
This is a Non-Exempt position under the Fair Labor Standards Act.
Knowledge: Mathematical Skills, Advanced Excel Skills, Customer and Personal Service, Computers and Electronics, Administration and Management
Skills:
? Active Learning & Listening
? Critical Thinking
? Verbal & Written Communication
? Resourcefulness
? Anticipate Needs
? Judgment and Decision Making
? Organization & Detail orientation
? Management of Financial Resources
? Management of Material Resources
? Management of Personnel Resources
? Time Management
? Strategic Planning
? Equipment Selection, Installation & Maintenance
? Monitoring
? Negotiation
? Social Insight
? Troubleshooting
? Administration and Operational processes.
? Training & self-learning
Logistics tasks:
? Build and maintain close relationships with suppliers, vendors and carriers. Update information.
? Constant follow up with freight forwarders and suppliers once stateside and international purchase orders are placed regarding availability and readiness date for pick-up of products.
? Constant communication with domestic & international carriers to get departure and arrival dates of product.
? Be aware of load capacity and dimensions for consolidated shipments until delivered to the warehouse, keeping ownership informed and resolving any arising issues or complaints while products are being transported.
? Select carriers and negotiate contracts and rates for transportation of domestic and imported products.
? Keep track of quality, quantity, delivery times, transport costs and efficiency. Meet cost, productivity, accuracy, and timeliness targets.
? Receive, review, and confirm invoices sent by suppliers with purchase orders to make sure products, amounts, descriptions, and pricing are correct.
? Review and confirm with carriers the pallet & bottle count on containers are correct to maximize the space usage to make it as cost/space efficient as possible.
? Make sure the Food and Drug Administration (FDA) numbers for each product coming from international suppliers are valid and updated on the system to provide to freight forwarders when needed. Oversee the FDA portal and resolve IT issues promptly to maintain uninterrupted operations.
? Coordinate the labeling and COLAs (Certificates of Label Approval) with suppliers following TTB regulatory guidelines.
? Submit documentation for the registration of labels before the Tax and Trade Bureau (TTB) to obtain Certificate of Label Approval (Colas) of products coming from international suppliers.
? Make sure to have and provide to freight forwarders all the necessary compliance documents (commercial invoice, proforma, SO, FDA number, COLAS, among others), also to provide them with licenses, importer permit, etc. for all the incoming products.
? Conduct revision of FORM 7501 for the products arriving from international suppliers, ensure the taxes, customs and tariffs fees are calculated accordingly ensuring accuracy and compliance with customs regulations.
? Review and confirm carrier invoices charges for the transportation fees, discuss with ownership in order to process payment.
? Process payments to suppliers, carriers, and customs fees, once approved by ownership. Manage bookkeeping tasks and accounts payable efficiently, maintaining financial stability and transparency.
? Keep detailed records, generate reports, and develop presentations, when needed to keep ownership/management informed of logistics.
? Maintain a database of suppliers and carriers with all current and updated information.
? Provide weekly updates to the sales team of incoming arrivals keeping them informed about relevant developments and progress.
? Calculate gallons of wine and beer received each month and enter information on Alcohol, Beverages & Tobacco electronic website (EDS), in order to calculate the monthly gallonage to pay the state taxes of goods sold.
? Compile & submit mandatory Department of Revenue Annual Sales Report within the proper guidelines and deadlines.
? Depletions reports.
? Respond to a high volume of emails per day via Outlook.
? Manage CBMA credits and allocations, ensuring compliance with regulatory requirements and optimizing benefits for our organization.
? Conduct monthly and bi-yearly audits to maintain accuracy and integrity in our records.
? Handle receiving processes with precision to guarantee the quality and timeliness of our inventory.
? Addressed compliance issues with other states, staying abreast of evolving regulations and adjusting our practices accordingly.
Administrative tasks:
? Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database or software.
? Read and analyze incoming memos, letters, submissions, reports, and other documents to determine their significance and plan their execution or distribution.
? Open, sort, and distribute incoming correspondence received via e-mail.
? File and retrieve company documents, records, and reports, while maintaining a high degree of confidentiality in all aspects of day-to-day work.
? Prepare responses to correspondence containing routine inquiries.
? Conduct research, compile data, and prepare reports for consideration and presentation to ownership/management.
? Answer phone calls and direct calls to appropriate parties or take complete messages.
? Provide general administrative support to ownership/management, co-workers, customers, and suppliers.
? Adhering to business casual dress code, appearance is neat and clean.
? Report to work on time and as scheduled.
Job category: General Administration and Other
