Job Duties & Responsibilities:
A. CONSIGNMENT ACCOUNT MANAGEMENT MONITORING
• Conducts dealer/outlet visit based on standard number of visits identified during the departmental planning of the year. The objective of the visit is specified below:
• Ensure completeness of consigned inventory through physical inventory count.
• Check and evaluate item status/condition of all consigned inventory both in the selling area and stockroom of the dealers/outlet.
• Evaluate security and safety of consignment inventory both in the selling area and stockroom of the dealers/outlet.
• Determine adequacy of stocking level and completeness of stock requirements to identify any overstocking and stock out items.
• Evaluate store sales performance, work ethics, and attitude; check compliance on related sales and reporting policies and procedures.
• Determine adequacy of supplies and report forms available in the dealer/outlets.
• Reconciliation of physical inventory count variances or discrepancies.
• Report to the company's management regarding the result of the visit through Audit Reports/Referrals and recommends for changes or improvements based on findings.
• Discuss with auditee significant audit findings, corresponding recommendations, solicit action plans and then provide follow up actions.
• Ensure that DSC provides feedback and plan of action in written or oral form as requested in every Audit Report and Audit Referral on or before the indicated date of compliance.
• Evaluate effectiveness of Dealer Sales Coordinator (DSC) in handling their respective consignment accounts in terms of Promodizer handling, sales performance, inventory monitoring and maintenance, compliance with policies and procedures and relationship with dealers.
• Ensure that all related information, policies and procedures are properly communicated by DSC to their respective Promodizers.
• Ensure that DSC in coordination with HRD and Marketing Department properly equip their respective Promodizers in terms of Salesmanship skills, Product Knowledge and Personality Development.
• Ensure that dealer policies and requirements are complied and addressed by the DSC and communicated to concerned departments. Instances of which are delivery and pull out schedules and procedures, bar coding requirements, manpower needs, invoicing and countering procedures, item display and stocking level.
• Review sales performance of consignment accounts versus planned sales targets.
• Conduct risk assessment of consignment accounts; identify risks or problems, making recommendations to the management for improvement.
• Conduct audit testing of specified area related to consignment accounts and identify reportable issues. Verbally communicate findings to immediate superior and draft comprehensive and complete audit report.
B. BRANCH INVENTORY CONTROL & COMPLIANCE MONITORING
• Conduct physical inventory cycle count based on identified Brand cycle count that was identified during the department planning. Typical task may include:
• Ensure the arrangement of stocks to be counted two days prior to the scheduled physical inventory schedule.
• Check the preparation done by warehouse personnel two days prior to the scheduled cycle count and follow up warehouse receipt of pending pull-out items.
• A Day prior to the scheduled cycle count, notify the approving officer (Consignment Accounting, Operations Accounting and C&C Approving personnel) for the cut-off in approving/disapproving SO or TO transactions.
• Notify warehouse personnel that all approved SO or TO-TS transactions must be picked physically and be segregated from the total inventory.
• After ensuring that all approved SO or TO-TS were picked through the system, prepare count sheet to be used for the scheduled inventory cycle count.
• During the count, ensure completeness of physical count conducted by making sure that count sheet have been compared with the quantities listed with your partner (warehouse personnel) and then check the counts on any items that appear to be incorrect.
• After the count, encode the result of the count. Once all count sheet has been encoded, print the result and give a copy to warehouse personnel for review.
• Conduct reconciliation of physical count on noted variances or discrepancies.
• Report to company's management regarding the result of the cycle count through Audit Referral/Audit Reports and make recommendation for changes or improvements based on findings.
• Discuss with auditee significant audit findings, corresponding recommendations, solicit action plans and then provide follow up actions
C. SERVICE OPERATIONS & TRANSACTIONS MONITORING
• Assess compliance on policies regarding branch and field service operation management.
• Ascertain information on policies and procedures are properly communicated to all Branch/Field Service Technicians.
• Evaluate security and safety of spare parts as well as consigned items both in the selling area and stock room.
• Check and verify the implementation of 5S within the Branch premises.
• Ascertain proper tagging and stock piling of both spare parts and accessories for easy retrieval.
• Monitor the implementation of Bin Card for each inventory item for the control of in/out of spare parts.
• Check completeness of documents used such as: SI, SA, SO, DR, POR, CR and OR for the daily operation of the Branch.
• Evaluate the receiving of units for repair as well as the releasing of repaired and unrepaired units in compliance with company's policies and procedure.
• Follow up submission of daily, weekly, monthly service transaction reports on or before 5th of the month.
• Check and verify completeness of assigned tools to Branch/Field service technicians Reports to Management any identified reportable issues. Draft comprehensive and complete audit report and recommends improvements on existing policies and procedures.
D. WAREHOUSE, BRANCH OPERATIONS MONITORING
• Warehouse
• Evaluate compliance on warehouse operations and inventory management policies.
• Check and verify the degree of compliance of warehouse personnel in relation to policies and procedure on warehouse operation and inventory management.
• Ascertain Warehouse brand in-charge if religiously observed proper procedures on stock piling, arrangement and observance of FIFO method.
• Check and verify the implementation of 5S within their area.
• Facilities and Equipment Management
• Check availability of facilities and equipment to be used for daily operation to improve efficiency and increase productivity.
• Verify religious implementation of building and grounds maintenance, 5S, health, safety and security.
• Ascertain if branch have the most suitable working environment for all employees and their activities.