Office Staff (Back Order Coordinator)

Responsible for the receiving, verification, documentation, monitoring, allocation, and inventory management of Back Order (BO) units. Ensures that all BO units listed in the Purchase Order are properly accounted for, accurately recorded, correctly tagged, and appropriately allocated. Coordinates with Warehouse, Service, Accounting, and other concerned departments to ensure accurate inventory records and timely resolution of discrepancies.

KEY RESPONSIBILITIES

1. Receiving and Verification of Back Order Units

• Receive and verify BO units against the Purchase Order and supporting documents.
• Check quantity, model, serial number, condition, and other relevant details of received units.
• Ensure that all received units are properly documented, tagged, and recorded.
• Identify missing, excess, damaged, or incorrect units upon receipt.

2. Monitoring and Reporting

• Maintain an updated monitoring report of all BO units received, processed, transferred, and allocated.
• Track the status and movement of BO units from receipt until final disposition.
• Prepare regular monitoring reports and ensure that records are accurate and up to date.

3. Discrepancy Management

• Identify and document discrepancies involving quantity, model, serial number, condition, or supporting documents.
• Coordinate with concerned departments to verify and resolve discrepancies.
• Prepare incident or discrepancy reports when necessary and ensure proper documentation of resolutions.

4. Allocation and Transfer of BO Units

• Ensure proper classification and allocation of BO units as Repair, Brand New, Surplus, or Junk based on their condition and approved disposition.
• Coordinate the transfer of BO units to the appropriate department, location, or storage area.
• Maintain proper documentation for all transfers and movements.

5. Repair Return Coordination

• Monitor BO units returned from repair and verify their quantity, condition, model, and serial number.
• Coordinate with the Service/Repair team regarding repaired, unrepaired, or returned units.
• Update inventory records and monitoring reports based on the status of returned units.

6. Stock Card and Inventory Management

• Maintain accurate and updated stock cards and inventory records for all BO units.
• Record all receipts, transfers, releases, returns, and adjustments.
• Conduct regular reconciliation of physical BO units against system and stock card records.
• Assist in physical inventory counts and ensure proper documentation of variances.

7. Stakeholder Reporting

• Prepare and submit accurate BO inventory and monitoring reports to concerned stakeholders.
• Provide updates on pending BO units, discrepancies, transfers, repair returns, and inventory status.
• Coordinate with Warehouse, Service, Accounting, and other concerned departments to ensure timely resolution of BO-related concerns.

QUALIFICATIONS

• Graduate of Office Administration, Logistics, Business Management, or any related course
• With 1–2 years of experience in inventory, warehouse receiving, or service operations documentation
• Proficient in Microsoft Excel and familiar with basic inventory management systems
• Strong attention to detail, analytical, and organizational skills
• Good communication and coordination skills
• Able to identify and report inventory discrepancies
• Able to handle multiple tasks in a fast-paced environment
• Willing to coordinate with Warehouse, Service, and Accounting teams
• With integrity, reliability, and accountability

Benefits:

• Company Christmas gift
• Company events
• Employee discount

Ability to commute/relocate:

• Marilao: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Location:

• Marilao (Preferred)

Work Location: In person