LUBRICANT COORDINATOR Jobs in Kingston, Jamaica at TotalEnergies

Title: LUBRICANT COORDINATOR

Company: TotalEnergies

Location: Kingston, Jamaica

Job dimensions

coordinate the production of lubricants with our blending partner LSC Jamaica. Volume of production > 3000 T. per annum
Coordination and processing of the full flow for export: PO, production plan, following up with LSC and internal suppliers, good receipt, paperwork, regular communication with distributors about their orders.
Management of Lubricant Importation flow: PO, Follow-up with internal supplier, Preparation of documents for container Clearance, GR in SAP. Main Products: LUBRICANTS, SPECIAL FLUIDS

Activities

1. Export Process flow Management:

A. Orders for LSC production:

Acknowledge orders by D15 of each month. Check if customer PO meet conditions (e.g. maximum # of pallets, container size selection).
Send production plan to LSC by D20. Prepare PO for LSC order. Receive plan of production from LSC by D25.
Arrange with anticipation booking of empty container to send to LSC plant when product would be available to fill it within 48H
Reception of the invoice from LSC, control to ensure that they are in accordance with our purchasing conditions and related PO. Make the entry of inventory in SAP: Good receipt.
Coordinate with Business Support for the generation of the sales orders and prepare all the export documents required: Commercial invoice, Caricom Invoice, packing list, Certificate of Origin stamped by Trade board/Customs
Liaise with Freight forwarder to pick up container and have all the paperwork properly stamped by Trade board/ customs for carrying out the nationalization processes at destination.
Communicate all relevant information and documents to customer relevant to specific shipment ideally before the vessel departs.

B. Orders manufactured outside Jamaica:

Acknowledge reception of orders sent by the sales team – (No restriction of date)
Prepare PO and send to our internal suppliers (TSUSA, TLUB, MAXUM, LUBRIDOM…) within 48H after receipt of the order.
Close follow-up with internal supplier to gather all documents (BOL, invoice, packing list, COO) generated for the shipment.
Receipt of invoices from suppliers, control, and Good Receipt in SAP within 48H to avoid any delay for payment by Finance.
Coordinate with Business Support for the generation of the sales orders
Send the original document by courier to the client prior to the arrival of the vessel. Send information about ETA and tracking number by mail with scan copy of documents, ideally before the vessel departs.

2. Production:

Controlling adequate inventory level of raw material (base oils, additives, Bottles, Caps, boxes…) at LSC to avoid production shortages – update and monitor the lubricant dashboard file daily. Follow-up of the production and delivery plan in conjunction with the plan.
In charge of the deployment of new TotalEnergies bottles, pails, etc. in Jamaica

C. In charge of obtaining the required information product code creation (UMDS + Extension of the codes in SAP TJL)

3. Importation of Lubricants to Jamaica:

Prepare PO and send to our internal suppliers: Total Lubrifiants, Total Mexico, TSUSA.
Close follow-up with internal supplier to get ETA and prepare importation document with broker to avoid any demurrages.
Receipt of invoice from suppliers, control. Good Receipt in SAP within 48H to avoid any delay for payment by Finance department.

4. Freights forwarders:

Coordination with procurement to regularly benchmark our freight forwarders to ensure the best conditions (quality, price and lead time) for our distributors. Check regularly if rates negotiated (RFQ) are correctly applied. And control evolution of FOB charges.

5. HSEQ:

Management of complaints from clients in term of quality: receiving claims, analyzing the situation/ cause, providing solutions in coordination with sales team to be implemented timely
Maintain AEO Certification: Inspection and training at all AEO locations. Provide reports on visits
Update supply monthly activity file with the relevant KPIs within your responsibility for the monthly unit report

All functions as outlined above, and any other duties as may be assigned from time to time.

Context and environment

International environment: Variety of interlocutors: external and internal clients, suppliers in different countries and languages (English as business language). Variety of products and sources
New Important Business for TotalEnergies Marketing Jamaica Limited

Accountabilities

Coordination of the production activity with LSC Jamaica and Purchase of finished products to others supply points in a timely manner to ensure no break-up, no delivery delays, and no demurrage. Keep a clean logistic operation, efficient and with no claims.
Customer relations Mgmt., liaise closely with export personnel to improve continuously our service level to develop our sales of specialties in Jamaica and export.
Good Communication with export clients regarding P. O’s and deliveries status. Any other job as may be given by Supply Manager

Qualifications/Experience required

Bachelor’s degree in Operations Management, Logistics Management or Chemical Engineering or equivalent.
Strong organizational skills with the ability to work in a fast-paced environment. Strong analytical and decision-making skills with the ability to prioritize workload. Good IT Knowledge (SAP).
Knowledge in CARICOM treaties and in lubricant blending plants and processes.
Minimum of 3 years' experience in a similar capacity.

Freights Hired