Supply Chain Assistant

Madison 88 Business Solutions Asia Inc.; Muntinlupa; On-site; PHP 350,000 - 700,000; Full time

Job summary

Madison 88 Business Solutions Asia Inc. is seeking a dedicated Supply Chain professional in the Philippines to coordinate orders, forecasts, and shipments with internal teams and external vendors. The role covers purchasing, invoicing, and ensuring on-time delivery with accurate records.

The candidate will prepare KPI and cost reports, maintain shipment documentation, and ensure SOP compliance while collaborating across departments to resolve issues and drive continuous improvement.

Responsibilities

• Coordinate with teams and vendors to manage orders, forecasts, shipments, and production issues.
• Handle purchasing, invoice processing, and ensure on-time delivery with accurate documentation.
• Prepare and validate reports (KPI, inventory, cost, VAT, etc.) and maintain shipment/system records.
• Ensure compliance with SOPs, resolve account issues, and manage communication with customers/factories.
• Support cross-functional collaboration and pursue ongoing self-development.
• Perform additional tasks and special projects as assigned.
• Comply with standard operating procedures and keep them up to date.
• Collaborate with other departments on account issues and escalate for resolution.

Job description

SUPPLY CHAIN

1. Ensure that daily tasks are done with accuracy and in a timely manner including:

1. Coordination with teams and vendors to manage orders, forecasts, shipments, and production issues.

1. Handle purchasing, invoice processing, and ensure on-time delivery with accurate documentation.

1. Prepare and validate reports (KPI, inventory, cost, VAT, etc.) and maintain shipment/system records.

1. Ensure compliance with SOPs, resolve account issues, and manage communication with customers/factories.

1. Support cross-functional collaboration and pursue ongoing self-development.

1. Perform additional tasks and special projects as assigned.

1. Comply and follow the standard operating procedures in relation to assigned tasks, including ensuring that the ones being complied/followed are up to date.

1. Collaborate with other departments on all information related to account issues and elevate the same to the immediate superior and/or manager for resolution and proper disposition.

PURCHASING

1. Quality and Productivity

1. Ensure that daily tasks are done with accuracy and in a timely manner including but not limited to:

• Trims summary and ordering

• Trims shipment monitoring

• Email communication.

• Layout approval and receipt checking

• NG updating

• Invoice submission and payment.

• Other related tasks which may arise based on account requirements.

1. Ensure that the invoices submitted to Madison 88 Accounting Office are checked, signed and with correct bank information.

1. Ensure that bank phone verification is completed prior to submission to the Accounting Office for new and old suppliers with bank information updates and other details related to payment.

2. Documentation and Reporting

1. Update and submit reports such as, but may not be limited to: Monthly KPI, VAT Summary, Pending Trims, Purchasing Expense, Trim Inventory, Packaging Trim Price, Cost Savings, and other related reports that may be required by the Department.

LOGISTICS

1. Oversee the transport and delivery of goods from factory to customer (per brand)

1. Update and provide tracking information to clients as well as maintain delivery schedules and track deliveries to ensure deliveries are met.

1. Monitor and report transport delivery issues such as return or cancelled deliveries, accidents, safety concerns, or licensing issues.

1. Creates necessary shipping documents to bill customers, such as Bill of Lading (BL), Commercial Invoice (Cl), Packing List (PL), Certificate of Origin (CO) and other pertinent documents as required by customer.

1. Review the customer’s SOP according to brand and align if there are any changes needed to update the work instructions specific to each customer.

1. Update Shipment tracker and NextGen in a timely manner.

1. Validation of Packing List provided by the factory against WIP and NG

1. To handle customer accounts with a minimum of 4 accounts, this may increase overtime.

PLANNING

1. Ensure that daily tasks are done with accuracy and in a timely manner including:

1. Support the Production Planner by coordinating with the internal and external stakeholders.

1. Assist the Production Planner in the following task:

• PO confirmation / PO validation

• Material and production monitoring through WIP

• Testing monitoring

• Internal & external system update

• Shipment status monitoring

• PPS / TOP submission monitoring

• Trim layout checking

• Trim status monitoring

1. Review escalated production issues and determine action steps which may include reaching out to the factory/liaison office to work on solutions and/or escalating them to the Production Planner and Planning Manager.

1. Communicate directly to factories as well as accommodating their inquiries or requests for any changes on order details in collaboration with Merchandising, Logistics, QA, Purchasing, and Production Planner for production details transparency.

1. Comply and follow the standard operating procedures in relation to the tasks outlined above, including ensuring that the ones being complied/followed are up to date.

COSTING

1. Ensure accuracy of data and costing by validating team entries, reviewing factory cost sheets against tech packs, materials, and agreed standards, and maintaining updated brand data banks.

1. Support NG processes, including downloading/uploading cost sheets, plugging approved prices and product details (e.g., colorway, composition, care instructions), and ensuring required approvals are secured.

1. Assist Merchandising by verifying labdip color tracking versus tech packs, checking trim/hangtag readiness in the material library, and performing other assigned tasks as needed.