Vendor Operations Specialist

Responsibilities:

1. Purchase Order (PO) Processing, Order Fulfilment & Coordination


Purchase Order Processing

• Verify all Sales Order (SO) details against customer PO and vendor quotations, including pricing, bundling, delivery address, and SST charges. Clarify discrepancies with Product Manager (PM) or Sales.
• Ensure deal gross profit (GP) is positive; reject orders lacking valid supporting documentation.
• For foreign currency vendors, confirm current forex exchange rates.
• Accurately enter PO into the system and submit for managerial approval.
• Log orders into vendor portals post-approval; for vendors without portals, send PO via email.
• Update STS Order Report and ensure order values are within MD-approved limits.
• Ensure all PO processing complies with company policies and procedures.
• Attach supporting documents/emails in JDE for any PO amendments.
• Escalate issues to the Team Leader as needed.

Shipment Handling & Coordination

• Provide vendors with accurate drop shipment details (address, instructions, delivery dates).
• Follow up and verify Proof of Delivery (POD) against PO, SO, and customer PO.
• Thoroughly check software licenses, e-certificates, and contracts.
• Forward POD to warehouse for in-stock processing and billing.
• Coordinate inbound shipments with warehouse or 3rd-party logistics providers.
• Liaise with forwarders for delivery and customs clearance to avoid staging costs.
• Obtain managerial approval for advance tax payments above RM10k with full documentation.
• Follow up with Finance on payments and coordinate with forwarders on ETA and clearance.
• Verify HS codes, product descriptions, quantities, and values on commercial invoices and K1 forms before applying for AP permits.
• Submit AP permits to forwarders and apply for Type Approval for new products.
• Monitor delivery timelines and alert forwarders/warehouses of incoming goods.
• Provide shipment clearance approval and archive customs documents in the Freight K1 email group.

Vendor Return Processing

• Process vendor returns in JDE with proper vendor approval.
• Coordinate return logistics with the warehouse (self-collection or delivery).
• Follow up on credit notes and forward them to Finance for account offset or 3MW processing.

Document Handling & Order Checking

• Save vendor order acknowledgements with corresponding POs in the "Daily Purchase Order folder.
• Ensure orders logged in vendor portals match the approved PO details.

Inventory Management

• Monitor and ensure below are processed on time and accurately
• Lot Transfer, and Cost Adjustment submission

Update and Review Activities Report including

• Ensure accuracy of below report submission to avoid any discrepancy
• Vendor Report and Internal Report - PO back log, Drop Shipment report
• Update Freight & Tax for invoices received from forwarder and agent.
• Check and review all outstanding activities, highlight to Manager for escalation

Facilitate Audit check, ensure effective controls and Audit result achieved.

• Consolidating and collection on Data and documents
• Vendor Audit Compliance & Reconciliation
• Internal Audit

Key Skills

What's In It For You?

• Elective Benefits: Our programs are tailored to your country to best accommodate your lifestyle.
• Grow Your Career: Accelerate your path to success (and keep up with the future) with formal programs on leadership and professional development, and many more on-demand courses.
• Elevate Your Personal Well-Being: Boost your financial, physical, and mental well-being through seminars, events, and our global Life Empowerment Assistance Program.
• Diversity, Equity & Inclusion: It's not just a phrase to us; valuing every voice is how we succeed. Join us in celebrating our global diversity through inclusive education, meaningful peer-to-peer conversations, and equitable growth and development opportunities.
• Make the Most of our Global Organization: Network with other new co-workers within your first 30 days through our onboarding program.
• Connect with Your Community: Participate in internal, peer-led inclusive communities and activities, including business resource groups, local volunteering events, and more environmental and social initiatives.

Don't meet every single requirement? Apply anyway.

At Tec D, a TD SYNNEX Company, we're proud to be recognized as a great place to work and a leader in the promotion and practice of diversity, equity and inclusion. If you're excited about working for our company and believe you're a good fit for this role, we encourage you to apply. You may be exactly the person we're looking for!

We are an equal opportunity employer and committed to building a diverse team that represents and empowers a variety of backgrounds, perspectives, and skills. All qualified applicants will receive consideration for employment based on merit, without regard to race, colour, religion, national origin, gender, gender identity or expression, sexual orientation, protected veteran status, disability, genetics, age, or any other characteristic protected by law. To support our diversity and inclusion efforts, we may ask for voluntary gender disclosure information. This data will be used solely to improve our hiring practices and ensure fair treatment for all candidates.