Order & Logistics

3 weeks ago

Kempton Park, South Africa Xylem Full time

Xylem |ˈzīləm|

1) The tissue in plants that brings water upward from the roots;
2) a leading global water technology company.

Xylem, a leading global water technology company dedicated to solving the world’s most challenging water issues, is the leading global provider of efficient, innovative and sustainable water technologies improving the way water is used, managed, conserved and re-used. Our international team is unified in a common purpose: creating advanced technology and other trusted solutions to solve the world’s water challenges. We are committed to creating an organization of inclusion and diversity, where everyone feels involved, respected, valued and connected, and where everyone is free to bring their authentic selves and ideas.

**We Offer You More Than Just “A Job”**

***
- Professional Development - To advance the capabilities of our people, we offer a wide variety of experiences to support our employees’ professional growth and continuous learning.
- Total Rewards - We offer comprehensive programs for compensation, benefits, recognition, learning and development, work-life integration and corporate citizenship.
- Watermark - Watermark is our corporate social responsibility program working to provide education and access to safe water to ensure healthy lives, gender equality, and resilient communities. Employees have the opportunity to learn and volunteer on various water-related projects.
- Employee Networks - Our Employee Networks provide a professional, supportive network for employees from diverse backgrounds, including Women’s, LGBT+ and Allies, Veteran’s, People of Color and Allies, Emerging Leaders, and Working Parents Networks.

**JOB SUMMARY**

The main purpose of this position is to provide Order & Logistics for distributors, customers and sales team for Xylem Africa.

**KEY PERFORMANCE AREAS (5-9)**

Description

Check Stock availability

Order taking into Iscala/

Order follow ups with procurement and suppliers

Documentation Preparation - Commercial Invoices etc.

Coordinate Inspections and tests with customers (Export)

Customer Feedback

Ensure Perfect Order

Issue Credit Notes

Manage backlog for the month and quarter

DUTIES & RESPONSIBILITIES

**Check Stock availability**
- Checking of stock on the system (Iscala, ATP & IDMS)

**Order taking into Iscala**
- Receive purchase order from customer in writing
- Check customer order against quote
- Once the quote matches an order is loaded on the system
- If not, check with Sales/Sales support and customer
- Send pro-forma invoice to customer for payments

**Order follow ups with procurement and suppliers**
- Check on iScala for updated Estimated time of arrival(ETA)
- If no ETA, follow up with procurement
- Update delivery dates on the system
- Drop shipments, follow up directly with the factory & copy procurement
- In cases where lead times are different from what was on the quote, negotiate with factory to try and get a better lead time
- Conduct weekly back order checks to ensure orders are still on track

**Documentation Preparation - Commercial Invoices etc.**

**Ensure all exports documents are in place**:

- Commercial Invoice
- Packing List
- Box 28
- Shipping Instruction
- Release picking ticket

**Ensure all local documents are in place**:

- Release picking ticket

**Coordinate Inspections and tests with customers (Export)**
- Ensure that applicable inspections are conducted on time (ITPs, BVAC inspections, Witness tests, Intertek inspections etc.)

**Customer Feedback**
- Send order confirmation to customer once the order has been loaded
- Send final ETA to the customer on time
- Should there be any delays or changes in the order, notify the customer on time
- As soon as the order is ready, notify customer or arrange delivery

**Ensure Perfect Order**

**Adequate stock**
- If no stock arrange for airfreight

**Item Entry**
- Complete documentation for new part number to be loaded on Iscala
- No account issues
- Documentation and Logistics in place
- Incoterms agreed on

**Issue Credit Notes**
- Complete credit register to get credit number
- Complete credit form
- Submit all documents for authorization
- Once authorization has been given, submit to credit controller for processing

MINIMUM REQUIREMENTS

Minimum Qualifications

National Diploma in Logistics/Supply Chain Management or equivalent qualification.

Minimum Experience
- 2-3 years’ experience in Order and Logistics/Customer Service
- Experience in Water Technology & Equipment would be an added advantage
- SAP and/or Iscala experience will be an added advantage

Key Competencies
- Customer Service orientated
- Ability to work under pressure
- Deadline driven
- Excellent administration skills
- Continuous Improvement Mindset
- Results orientated
- Team player
- Good communication skills

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