Position Title: HBP Distribution Analyst
Reports to Title: Sr Supervisor, Purchasing
Dept / Function: Hershey Business Platforms
SUMMARY
The HBP Distribution Coordinator role is a full-time role based internationally (working in the EST time zone) under the HBP Delivery Service team, with dotted line with the Hershey Trading Corp team in Zug, Switzerland Procurement team. The HBP Distribution Coordinator is responsible for supporting the distribution of raw materials to Hershey factory and co-manufacturing locations. The role will work closely with the trading and management teams in Zug as well as the factory planning teams in North America and Mexico.
Purchase order creation and submission for cocoa, edible and coconut which includes handling changes to deliveries, managing and correcting GR/IR mismatches and PO price discrepancies, inventory corrections, reviewing and correction of aged Pos.
Coordination and handling of FOB shipments including creation of delivery orders, intercompany documents, shipping advice, etc.
Review and approval of non-PO invoices.
Support for data collection for forecasting, planning and sustainability.
Support as back-up during holidays* for other Distribution Coordinators.
In accomplishing the above services, the Distribution Coordinator will be required to learn and understand the Hershey Trading Corp strategy and vision. The Distribution Coordinator will be responsible for fulfilling core duties as part of the organization:
Stakeholder management
SAP and Freight/Logistics
PO and Non-PO Creation
The Distribution Coordinator will be an active member of Hershey's Business Platforms and will support the Hershey Trading Corp
- Procurement business.
Major Duties/Responsibilities: Identify the major duties/responsibilities of the job. List the percentage of the incumbent's time that will be spent on each major duty/responsibility. Total should not exceed 100 percent. It is not necessary to list duties/responsibilities that represent less than 10 percent of time.
Time % Summary of major duties:
1 40% PO Management (Creation, Data Maintenance, and Inventory Correction)
Understands and execute Cocoa PO Creation across direct procurement such as but not limited to PO Creation of Liquid Liquor, Liquid Butter, Block Butter, and Powder, Coconut, and Co-Man.
Coordinates with US Commodity Coordinator to ensure distribution of updated delivery schedule.
Checks contract balances.
Process STO/PO creation in PDF.
Aligns contract allocation with Hershey vendor.
Leads the distribution of PO to vendor /commodity coordinator/warehouse.
Reviews PO/STO to determine issue needing resolution.
Performs associated movements to re-balance PO/STO transactions.
Confirms corrections are made or escalates if issue cannot be easily resolved.
Process Co-Man PO creation.
PO Data Maintenance and PO inventory correction in a timely manner.
Execute specific process for PO Creation for Coconut, Oils both HSY Plants and CoMan, and Block Remelt.
2 40% FOB Process
Understands and executes FOB Process across direct procurement for Cocoa, Oils (including Co-Man).
Provides shipping instructions.
Codes and submits freight invoices to AP Invoice for immediate payment.
Process creation of STO/PO.
Creates and distributes shipping advice.
Captures GR
Creates proforma customs invoice.
Review, stamps, and signs original BL.
Distributes scanned signed BL and supplementary documents to customs team.
Sends original BL with cover letter to shipping line.
Creates and distributes delivery order to drayage carrier and warehouse.
Monitors customers clearance and container release.
Manages potential freight invoice payment delays.
Codes and submits drayage/warehouse invoices to AP Invoice team.
Monitors deliveries to Warehouse, specifically following up on pending GRs.
10% Other Processes
GR/IR Resolution
Non-PO Invoice Review/Approval
Audit Documentations (External and SOX) Preparations
Block Delivery Order Process (Oils)
Co-Man Sales Order Creation Process (Non-FOB)
Co-Man Sales Forecasting (FOB-Mexico)
10% Communication, Reporting, SLA & Relationship Building
Communicate clear and consistent messages, relying upon data and facts to advocate a position and overcome objections.
Provide regular communication updates to both parties (HBP & HTC) to ensure potential error, mismatch, invoice payment delays, etc are escalated, resolved, or addressed.
Deliver SLA metrics to monitor and assess current performance levels.
Collaborate with the Hershey Trading Corp employees to align objectives and requirements.
Reviews tally sheet and connects to the appropriate supplier with PO and pictures.
Prepares damage report and submits to supplier requesting credit memo.
Receives credit memo and submits to AP invoices.
Monthly Physical Inventory Reconciliation Process
Dimensions: Describe the scope of the position in terms of appropriate measures (personnel supervised, budgets, assets, sales, u