Distribution Solutions Phils Inc.

Monitor and reconcile the Warehouse Revolving Funds, ensuring proper disbursement, documentation, filing, and reimbursement with honesty and integrity. Perform administrative tasks such as scheduling meetings and trainings, preparing and routing documents, and handling approvals for transactions requiring higher management authorization. Encode data accurately into the system for database building and generate required reports such as KPI reports, assisting supervisors and managers as needed. Respond to customer inquiries related to orders, accounts, deliveries, and complaints, providing timely and accurate information. Create, submit, and monitor Purchase Request Forms (PRFs) for supplies and oversee the receipt and dispensing of purchased items. Monitor inventory levels for packaging materials, cooling materials, and office supplies. Control and archive documentation, including filing and retrieval of records, and ensure proper documentation of Incident Reports, Issue Logs, and related reports. Track Permits, Licenses to Operate, and ensure compliance with safety and health standards as set by the company. Lead in the execution of Good Housekeeping Practices, oversee Pest Control Management, and maintain workplace cleanliness. Assist in Quality Inspections of inbound shipments, control and monitor Quarantine and Non-Conforming Products, and support investigations related to quality deviations and complaints. Support internal and external audits, accreditations, and inspections. Perform other duties as assigned by supervisors and managers.

Responsible for checking and validating relevant details provided by Sales versus Sales Invoice process by the CSR. Ensure complete attachment necessary documents such as DR, SO, PO, ASN, COA and other relevant documents as required Organize and maintain records of Sales Invoices and Delivery Receipts issued to customer. Responsible for DR and SI printing ensure that all sales transaction document is endorse to warehouse and distribution team. Process credit memo (CM) for all returns and pull out from customer. Responsible for sending process invoice to finance and prepares billing transmittal with summary of transaction. Conforms to established policies and procedures which specifically adheres with timelines, cut-offs and lead times. Work in accordance with accepted safety practices and standard established by the Distriphil in compliance with the provision of health & safety. Performs other duties & responsibilities that may be assigned by immediate superior in line with department activity and operations.

Customer Service Operations Oversee efficiency of order management and fulfillment based on client requirements. Facilitate Account Management and Maintenance for new and existing clients. Monitors KPI as agreed with Principals in the contracts or as set by DSPI management. Ensures timely monitoring and effective coordination of stocks' availability with principal / suppliers. Supervises Customer Service Representative, Invoicer and Outbound Customer Service Representatives. Responsible for database maintenance of customers' information and principals' information. Tracks the accounts receivables and collections. Handles complaints and feedbacks. Ensures close coordination with Warehouse in carrying out retrieval of returns from customers, partners and principals. Performs other duties that may be assigned by the immediate superior from time to time. Responsible for ensuring compliance with Quality Management System (QMS) standards, ensuring timely closure of corrective actions, and continuously improving department processes to maintain product and service quality.

Ensure completeness of files/documents subject for reporting to BIR and ensures it reflects the accurate performance of the company Ensure timely application and compliance of documentations for VAT Refund, including coordination with responsible departments, BIR, Government Offices, lawyer and independentCPA Ensure timely preparation, filing and coordination of payments of all applicable taxes of the company (e.g., expanded withholding tax, withholding tax on compensation, Fringe Benefit tax, VAT, Corporate Income Tax). Liase with BIR and government offices. Lead the coordination with and provide the requirements of tax auditors and/or consultants for ongoing tax audit or other tax related work. Identify areas of tax risks/exposures as well as areas for tax saving and efficiencies. Assist with tax compliance deadlines, extensions, and audits. Coordinates and Monitors Compensation and Benefits on Accuracy of Tax Deductions. Ensures that the company is in compliance with the payroll tax rules. Assists in the finalization of the Year-End Alpha Listing Create monthly VAT schedule, encoding service revenue for Covid Vaccine and Bank Reconciliation (Security bank and Wealth bank)

Expense & Payable Operations To ensure accurate and timely checking of Employee Reimbursement (Pharma, Psyc,Vaccines, Trade, Supply Chain and Officebased) Ensure accurate and timely processing of disbursements and recognition of related expenses and process and record in expenses in SAP System. Maintain an orderly accounting filing system. Maintain a system of controls over accounting transactions. Work within accounting as needed in resolving unreconciled balances. Timely processing of cash advances requests and liquidation and recognition of related expenses and record in expenses in SAP System. Create monthly schedule of Advances Employee, Revolving Fund and Bank Reconciliation (BPI and Eastwest Bank)

Performs monthly review of commercial stocks (reclass from safe keep) in all hubs. Prepares inventory replenishment proposal considering sell out historical record and business unit forecast. Coordinates with Finance on approval and monitors hubs’ priority requirements. Prepares an on-time stocks transfer to branches and ensures to comply with agreed delivery schedule. Considers the transport cost in replenishing stocks and ensures an optimum effect and avoid unfavorable expenses. Ensures an on-time and accurate SAP GR transaction for all incoming shipments and consistently sends Product Arrival Report to stakeholders on agreed schedule. Ensures an on-time and accurate SAP CM transactions for all returns, RUD and RTV. Ensures no stock-out of inventory in the system by consistently monitoring movements, correct location, planning of on-hand inventory and seamless execution of commercializing stocks. Ensures outmost accuracy in encoding item batch number, expiry date, quantity, and correct system location. Should take initiative in validating physical stocks inside warehouse and recommends resolution to control/eliminate inventory discrepancy. Should master the correct pack size, UOM, packaging, product specification of SKUs. Ensures the availability of commercial stocks in the system to avoid out-of-stock and assures full served orders. Works closely with CSR and Warehouse Personnel for order fulfillment compliance. Adepts to give clear updates and status of inventory. Requires submitting inventory report as needed. Monitors expired and damaged stocks, ensures the correct transferring to BO location. Participates in review of cycle count result, conduct of monthly and annual physical count. Assists in discrepancy reconciliation and provides resolution. Responsible for inventory tracking, provides gap analysis and resolution. Performs other related tasks that may be required from time to time.

Successfully communicate forecast and inventory estimations to management. Monitor and report on important changes in sales forecasts, budgets, and business strategies. Conduct monthly forecast maintenance. Address demand-related issues in a timely and effective manner Analyze key metrics including vendor fill rate, lead time variability, and Forecast (FC) inbound capacity to maintain inventory turns. Identify and communicate current and future inventory issues, as well as developing plans. Participate in cross-functional manufacturer and vendor reviews, driving vendor operational improvement. Participate in innovative, metric trimetric-driven projects to achieve supply chain excellence. Utilize forecasting software and exception reporting to reduce forecast error and achieve category forecast accuracy targets. Determine causes of root error and implement processes to drive operational efficiency. Manage the monthly sales forecast while working alongside supply chain partners and monitoring key metrics. Collaborate with business partners to understand marketing activities, ensure optimal stock levels and plan, and lifecycle management of the product portfolio. Performs other related tasks that may be required from time to time.

1) To achieve and deliver assigned business and marketing objectives. 2) To develop an efficient, motivated and committed district business organization appropriate to the company's requirement. 3) To ensure achievement of MD Call Target & Performance by his District. Encourage MR visibility with the customers through attainment of high call rate performance. 4) To ensure proper implementation of all business, marketing and promotions programs. Effectively/ efficiently implement agreed business & marketing programs. 5) To take the lead in developing self and his/her direct reports' development. This is with the sole purpose of elevating the his/her direct reports' professional level to that of the best in the Industry. Foster & encourage a learning environment to attain professionalism at the MR' level. 6) To regularly liase with principal and ensure efficient distribution of medicines and vaccines in the assigned channels or accounts within his/her assigned district. Ensure efficient distribution of assigned products and vaccines across all channels within the assigned district. 7) To provide "Upper Management" with accurate and timely report on the business environment and Personnel-related matters within his/her area of responsibility. Provide regular and timely marketing update & recommendations. 8) To be able to act and function as a "Little HR Departmentt." within his/her area of responsibility. This is with the end goal of a proactive stance with regard to personnel matters. E.g. hiring, enforcement of work rules. Effectively/efficiently handle & nurture personnel-related issues promoting initiative, self-development and teamwork. 9) Manage & allocate company resources effectively & efficiently.

Responsible for order processing of Sales Orders and Purchase Orders. Check and receive all sales orders for completeness of data necessary for fast and accurate encoding of orders, picking and delivery to customers. Encodes data and orders in the system diligently and accurately for database building. Responsible for seeking approvals for orders and for providing necessary documents promptly for fast processing of deliveries. Follow up customers on payments and collection of such payments. Attends to / answers customers’ various inquiries on the status of their orders, accounts and deliveries as well as complaints. Responsible for monitoring Reports – Sales order monitoring, SI filing, Initial stocks monitoring, complaints monitoring, inventory, etc. Inter-departmental coordination regarding operational concerns. Coordinates closely with warehouse for delivery schedules, special instructions from customers and others. Confirmation and verification of returned invoices and reasons for rejections. Accounts Receivable collections. Follow-up and schedule collection of outstanding ARs. Follow established policies and procedures especially established timelines, cut-offs and lead times. Performs other duties that may be assigned by immediate superior from time to time.