Logistics Assistant

About the role

The Logistics Assistant supports the day-to-day execution of the company's importation, delivery, and inventory processes for the Philippines and Southeast Asia operations. The role centers on verifying purchase orders against supplier documentation, coordinating and tracking sample and inbound shipments, booking and tracking outbound deliveries to client accounts through third-party logistics providers, maintaining accurate proof-of-delivery and billing records, monitoring vendor payment status, and keeping the shipping plan current. The role requires close coordination with overseas suppliers, courier/logistics partners, and the internal Commercial, AP, and Logistics & Operations Manager teams to keep shipments, deliveries, and documentation accurate and on schedule.

Key responsibilities

• Cross-check NetSuite Purchase Orders against Supplier Commercial Invoice & Packing Lists (CIPL) for SKU, size, quantity, and unit price accuracy.
• Update region records for variance correction when PO-to-CIPL discrepancies are found.
• Verify item receipts to confirm the correct SKU, size, quantity, and price were received against the PO.
• Track and monitor sample shipments with FedEx and account for all samples received.
• Book and coordinate deliveries to client accounts through third-party logistics partners (Transportify, AAI, Albargate).
• Encode all delivery POD receipts from logistics partners into the tracking system.
• File and log POD records accurately and on time to serve as the AP Officer's billing reference.
• Monitor and compile pending supplier balances and payments.
• Prepare and regularly update the shipping plan with shipment and ETA details from overseas suppliers and forwarders.
• Share the updated shipping plan with the Logistics & Operations Manager for advance visibility of incoming shipments.

About you

• Bachelor's degree in Logistics, Supply Chain Management, Customs Administration, or a related field (or equivalent practical experience).
• At least 1 year of experience in logistics, procurement support, or supply chain coordination; experience with overseas suppliers is an advantage.
• Working knowledge of NetSuite or a similar ERP system for PO tracking, item receipts, and inventory transactions.
• Experience coordinating with third-party couriers/logistics providers (e.g., FedEx, Transportify, AAI, Albargate, or similar) and with accounts payable processes.
• Strong attention to detail for cross-matching high-volume PO and CIPL line items (SKU, size, quantity, unit price).
• Solid organizational and time-management skills to handle daily, weekly, and monthly transaction cycles across multiple partners.
• Clear written and verbal communication for coordinating with suppliers, couriers, the Commercial team, AP, and the Logistics & Operations Manager.
• Proficiency in Microsoft Excel/Google Sheets for tracking shipments, variances, POD records, vendor balances, and the shipping plan.
• Problem-solving skills to identify and resolve PO-to-CIPL variances and delivery discrepancies.
• Ability to work under deadlines with accuracy, given the volume of daily, weekly, and monthly transactions.