Documentation Analyst

Ensures organization of documents for easy access for the Transport Execution team and entire Meats organization. 

Ensures all required documents to each delivery are well prepared prior to trucks dispatch from Pickup site or Distribution Center (DC).

Ensures timely return of signed Pilmico Meats Dispatch Receipt (MDR) in order to accurately perform Proof of Deliveries (POD) transactions in SAP within two (2) days after actual delivery to clients. 

Captures escalates and addresses documentation concerns if any.

Coordinates with External Warehousing & Logistics partners and Supply Chain team to ultimately give way to timely invoicing by Credit & Collections (C&C) to clients.

Key Duties and Responsibilities

1) Monitors fulfilled deliveries (referring to the Order Summary and/ or Truck Execution monitoring) and collates signed Pilmico MDRs and Material Transfer Slips (MTS) external partners.

1. Right after each delivery requires a clear copy of said signed documents to swiftly get assurance that the order was fulfilled.

2. Within 2 days after actual delivery (counting the delivery date as Day 01) requires the return of the original signed MDR and MTS.

3. Coordinates with Warehousing teams (External Logistics Coordinators TMM Team and directly to External Warehouse Partners) and Truckers to ensure

2) Prepares and publishes Documents Return Timeliness per Trucking Partner. Incorporates in the Daily Trucking Performance Report being sent to each Trucking Partner. Measures % Return Timeliness and Completeness. Creates improvement plans for missed ones. 

3) Daily performs POD transactions in SAP. 

1. Ensures accuracy between the returned documents by Trucking Partners versus SAP entries.

2. Publishes Daily POD report to main internal stakeholder C&C.  

3. Weekly sends Pending POD Transactions report and escalates concerns. 

4. Ensures execution of No SAP Inventory No POD policy. Pushes pending inventory items in SAP in order to achieve timely POD consequently. 

5. Measures % SAP POD Timeliness and Accuracy. Creates improvement plans for pending or missed ones. 

4) Ensures completeness and accuracy of prepared delivery documents to handover to assigned truck crew members. Documents includes but not limited to the following:

1. Certificate of Meat Inspection (COMI) 

2. Meats Inspection Certificate (MIC)

3. Pilmico Meats Dispatch Receipt (MDR) for deliveries to clients and retail stores

4. Pilmico Material Transfer Slip (MTS) for deliveries to TGM and for interDC Transfers (if approved)

5. Acceptance Letters if applicable obtained from Sales

6. Bureau of Animal Industry (BAI) Shipping Permit (SP)

7. Hogs Veterinary Health Certificate (VHC) Shipping Permit and African Swine Flu (ASF) Free certificate

8. Purchase Order (PO) and Sales Invoice (SI) depending on client requirements indicated in the Order Summary (e.g. Moment the Grocer)

9. Photocopy of prepared MDR and MTS which would be the Truck Crews reference during actual loading of items to their trucks. 

10. Pilmico Trip Ticket

11. Crates Return Form

12. Return Slip (for any outright rejections and pullouts)

5) Daily publishes % Document Preparation dashboard before actual dispatches occur. All in item # 4 should be prepared and be at 100% by then. Escalates if there are concerns especially with BAI SP which would need assistance from Quality Assurance (QA) Regulatory. Creates improvement plans if not at 100%.

6) Performs SAP transactions related to Transport Management. Prepares SOTC STC TM and FSD in SAP. Consequently validates and processes billings from Trucking Partners. 

7) Creates a filing system of Transport Execution documents both soft and hard copies for easy access by stakeholders. Ensures swift tracing especially during internal and external audits.

Qualifications :

Education:

• With a Bachelors Degree

Experience:

• At least a year of experience in related field or expertise.

• Knowledgeable with SAP

Remote Work :

No

Employment Type :

Fulltime