Distribution Management Assistant

PURPOSE

The Distribution Management Assistant/Administration supports the Distribution Management function by handling day-to-day operational tasks, data coordination, and documentation related to distributors. The role ensures smooth execution of distribution activities from Bayer Indonesia to our distributor to distribute our products across all channels (hospitals, pharmacies, wholesalers, clinics, e-commerce, and institutions) by assisting in order tracking, reporting, compliance monitoring, and distributor communication.

Total Sales Bayer PH Is 29,8 mEUR.

MAJOR TASKS

The following general tasks of distribution management Assistant/Administration.

1. Distributor Operations Support

• Assist in daily coordination with distributors regarding order status, delivery schedules, and stock updates.
• Support the preparation of regular distributor performance reviews (KPI monitoring, service levels, delivery accuracy).
• Help maintain communication records and follow up on distributor queries.

2. Customer Service & Issue Resolution

• Track and log service complaints and escalate unresolved issues to the Distribution Manager.
• Support sales and customer-facing teams by providing timely distribution information.
• Assist in monitoring corrective actions for recurring service issues.
• Scheduling MBR with distributor and invite relevant (internal and external) participants.

3. Order & Inventory Monitoring

• Get the Purchase Order from distributor, checking with inventory data from distributors.
• Prepare preliminary checks and reconciliations for SISO (Sales In Sales Out) before data submission to Finance BP.
• Support alignment of demand forecasts with distributor stock planning.

4. Reporting & Documentation

• Assist in preparing weekly/monthly distribution performance reports.
• Support the collection of monthly sales forecast.
• Maintain organized records for audits, compliance reviews, and distributor agreements.
• Prepare Surat Jaminan Return (SJR) to outlet through distributor.
• Reconcilation of Return vs approve return.

5. Compliance & Governance Support

• Ensure documents related to distributor such as distributor approval are complete and accurate.
• Support audit preparation by compiling required records.
• Monitor adherence of distributors to company standards and escalate potential risks.

6. Rebate Management

• Prepare documentation and recheck claim of Rebate/Additional Discount from Distributor after being validated by CATI.APAC, including provide support to CATI.APAC if needed.

SKILLS & REQUIREMENT

• Diploma or bachelor’s degree in business, Supply Chain, or related field.
• 1–3 years of experience in supply chain, logistics, or administrative support (fresh graduates with internship experience may be considered).
• Strong organizational and data management skills.
• Proficient in Microsoft Office (Excel, PowerPoint, Word); knowledge of SAP or similar systems is a plus.
• Attention to detail, good communication skills, and ability to work cross-functionally.
• Fluent in English and local language.