Job Description of Distribution Officer

(Note professional responsibilities of a Distribution Officer may differ from Organization to Organization) 

Job Title:                    Distribution Officer

Reporting to:              National Sales Manager

                                               

Purpose of the position:

                                         Provide all necessary tools to Distribution Section to increase swiftness and smoothness of distribution of products to costumers. Maintain a healthy relation with distributors / agents by providing relative needed information. Increase level of interest of distributors within Organization through customer-oriented work bonding. Accurate dispatch of products to vendors is a liability must be taken care of by this position controller. All and all; ensuring timely and accurate distribution of products / stocks, keep distributors interested and  keeping efficient departmental work environment. Ultimately contribute considerably in success of Sales Department.

               

Responsibilities:

·         Communicate and coordinate with Operations Section to ensure accurate preparation of Dispatch Order Forms.

·         Manage day-to-day in time dispatches of products / stocks.

·         Make certain that Distributors are available to avoid any unloading discomforts before dispatching any stock.

·         Make sure that Delivery Challans are correctly prepared and forwarded to distributors with dispatches.

·         Maintain updated ledgers of distributors on routine.

·         Prepare Sales Invoices and make sure that distributors are receiving these invoices regularly.

·         Maintain all necessary record of correspondence to and from distributors in separate files respectively.

·         Communicate all TTL offers to concern distributors to ensure better utilization of Trade Offers.

·         Check and audit monthly infrastructure and Trade Offer claims of distributors.

·         Occasionally visit and audit stocks at distributions setups; whenever feels to ensure accuracy of monitoring.

·         Prepare monthly credit notes of claims approved and adjust into ledgers accordingly.

·          Provide accurate Credit Notes, updated ledgers and related correspondences to Distributors in time.

·         Create and / or revise policies and procedures to support effective and efficient workflows.

·         Develop Standards and measures to evaluate performances of relative sub-ordinates.

·         Ensure appropriate changes are implemented time to time leading to increased efficiency of Distribution Section.

·         Maintaining an efficient work environment.

·         Within the framework of delegated authorities; promote communication, coordination and cooperation between other departments.

·         Ensure compliance with company policies and departmental behavior.

Authority Level:

·         Can approach the National Sales Manager for directions any time wishes during official timings.

·         Can bring field force Sales Staff to answers on noncompliance to company policies; (Officers Only).

·         Can strictly pursue with dispatch section to ensure fulfillment of responsibilities.

·         Can also recommend hiring or firing of any sub-ordinate in head office to National Sales Manager.

·         Approach Operations Section as well as coordination to change any set process for effectiveness.

·         Can also approach Managing Director, whenever is required, to discuss unprecedented issues.

·         Can also approach Heads of other departments wherever is needed.

Qualification:

·         Bachelor Degree in Business Administration ideally suits or Graduation with sufficient sales knowledge.

·         At least one year of Sales Distributions handling experience at same capacity.

·         Results oriented skills set is strongly desired.

·         The ability to train outside administrative teams on Company Process.

·         Leadership abilities; a plus.

·         Good project planning and execution skills.

·         Computer knowledge, including word processing and spreadsheets.

·         Solid understanding of business fundamentals related to Customer Satisfaction.

·         A proven history of delivering strong Distributions handling.

Skills Required:

·         Excellent and polite communication skills.

·         Passionate, hard worker and well organized professional with power to prioritize and multitask.

·         Strong Judgment, discretion and ability to preserve confidentiality.

·         Ability to meet deadlines.

·         Good liaison with all other department members.

·         Able to work in team and willing to put up to team.

·         Pay attention to detail.

·         Flexible to work in non business hours.

·         Able to operate in different work conditions such as on-site, off site.

·         Able to work alone.

·         Ability to relate well to others and to establish good working relationships;  Interpersonal skills

·         Ability to handle change and adapt to new situations; Flexibility

·         Having energy and enthusiasm in pursuing projects; Motivation

Employee Signature__________________________________________Date________________

Manager Signature___________________________________________Date________________