Job Description - DERMX

Job title:

Sr. Executive/ Assistant Manager Supply Chain

Qualification:

MBA

Total Experience:

8-10

Location:

Worli – HO

About us:

With clinical and science-backed offerings, we strive to be the most trusted expert aide for dermatologists, giving Dr. confidence in treating their patients. Our vision is to be the most preferred, trusted, and prescribed brand among dermatologists. We promise to operate as a science-backed organization, putting patients first at the heart of all actions, collaborating with dermatologists rather than seeking business, leveraging our team as the key differentiator, and maintaining strong ethics, compliance, and a positive community impact.

Functional Skills

- Supply Chain & Depot Operations
- Procurement & Replenishment Management
- Inventory & Stock Management
- Logistics & Distribution Management
- Courier & Transporter Management
- Freight Cost Negotiation
- Order Processing & Dispatch Management
- Sales Operations & MIS Reporting
- Primary & Secondary Sales Management
- Claims, Returns & Credit Note Management
- Expiry & Near-Expiry Stock Management
- Stock Reconciliation
- Customer & Product Master Data Management
- ERP / Pharma Cloud proficiency
- Commercial and Collection Coordination

Key Performance Areas

- Timely procurement and replenishment of finished products.
- Same-day processing and dispatch of eligible orders.
- On-time delivery and effective tracking of consignments.
- Optimisation of freight and logistics costs.
- Accuracy and timeliness of Primary and Secondary Sales reporting.
- Optimum inventory levels and timely shortage resolution.
- Accurate Sales and Stock reconciliation.
- Effective management of expiry and near-expiry inventory.
- Timely settlement of Free Goods, Damage, Expiry and Return claims.
- Effective collection follow-up and commercial coordination.
- Accurate ERP/MIS reporting and master-data management.
- Effective Stockist and Sales Team support.
- Efficient and disciplined functioning of the Depot Team

Responsibilities:

- A. Procurement & Replenishment
- Manage procurement and replenishment of finished products from Contract Manufacturing Organisations (CMOs) to Vapi through the fastest and most economical mode.
- Review stock positions periodically in consultation with Sales & Marketing and initiate timely placement of orders with CMOs.
- Monitor product availability and highlight shortages to ensure timely replenishment.
- Follow up with CMOs for early receipt of products wherever shortages or urgent requirements arise.
- Ensure adequate availability of finished products at Vapi to support uninterrupted order fulfilment.

B. Order Processing & Dispatch





- Review orders received with reference to pending payments and other applicable commercial considerations.
- Coordinate with the Vapi Depot Team for timely processing of orders.
- Ensure eligible orders are processed and dispatched on the same day.
- Monitor order execution and coordinate with concerned stakeholders for resolution of order-related issues.
- Ensure timely dispatch of Physician Samples and Promotional Materials to the Sales Team.

C. Logistics & Freight Management

- Monitor and follow up on consignments booked through Courier and Transport partners to ensure receipt within committed timelines.
- Liaise with Courier and Transport service providers to ensure effective and prompt logistics services.
- Negotiate competitive rates with Transporters and Couriers and maintain freight costs at an optimum level.
- Evaluate logistics options based on delivery timelines, service quality and cost.
- Monitor freight-related issues and coordinate timely resolution with service providers.
- Share relevant logistics and delivery MIS with the Field Force and other stakeholders.

Sales Operations & MIS

- Collect, review and publish Secondary Sales data on a daily basis to all relevant stakeholders.
- Publish accurate Primary Sales data on a daily basis.
- Provide Statements of Account / Party Ledgers to the Sales Team as required.
- Provide relevant sales data and MIS for periodic, mid-month and monthly Sales reviews.
- Generate Sales, Stock and other required reports through the Pharma Cloud ERP system.
- Ensure accuracy, completeness and timely dissemination of sales and operational MIS.
- E. Collection Coordination
- Periodically review pending collections and share relevant outstanding data with the Sales Team.
- Follow up with the Sales Team for timely collection of outstanding amounts.
- Review orders with reference to pending payments and coordinate appropriate action with the concerned stakeholders.
- Support the Sales Team with accurate party-wise account information whenever required.

F. Inventory & Stock Management

- Periodically review stock positions in consultation with Sales & Marketing, Finance and other relevant stakeholders.
- Coordinate timely placement of CMO orders based on stock requirements and business projections.
- Monitor stock availability and highlight shortages requiring immediate action.




- Conduct periodic and monthly reconciliation of Sales and Stock and ensure discrepancies are identified and resolved.
- Conduct monthly batch-wise verification of DermX stock, including expiry monitoring.
- Prepare and submit periodical DermX price lists, wherever applicable.
- Follow up with the Field Force for liquidation of near-expiry products.
- Monitor inventory levels to minimise stock-outs as well as avoid unnecessary accumulation of inventory.

G. Claims, Returns & Credit Notes

- Review and validate Free Goods claims and coordinate processing against fresh orders received from Stockists.
- Provide necessary approvals for eligible Free Goods claims to be processed through Credit Notes.
- Physically verify returned stocks and coordinate settlement of Damage and Expiry claims through appropriate Credit Notes.
- Review Saleable Returns and Value-Based Credit Note claims before instructing the Depot Team for processing.
- Ensure proper documentation and verification of claims and returned stocks.
- Monitor timely closure and reconciliation of outstanding claims and Credit Notes.

H. Stockist & Sales Team Coordination

- Visit Stockists periodically to establish and maintain strong business relationships.
- Understand Stockists' issues and concerns and coordinate appropriate follow-up actions for timely resolution.
- Maintain close coordination with the Sales Team and Field Force on orders, collections, stock availability, claims and near-expiry inventory.
- Provide timely operational and commercial support to Stockists and the Sales Team.
- Coordinate with relevant internal functions to resolve customer and operational issues.

I. ERP, Master Data & Commercial Coordination

- Utilise the Pharma Cloud ERP system to extract and generate Sales, Stock and other required operational reports.
- Submit required information for creation of new Customer and Product Codes.
- Coordinate with concerned teams for implementation of price revisions.
- Liaise with relevant internal stakeholders to ensure timely completion of master-data and system-related requirements.
- Maintain accuracy and integrity of operational information recorded in the ERP system.

J. Depot Operations & Team Management

- Guide, coach and train the Vapi Depot Team in accurate, efficient and timely execution of depot activities.
- Ensure adherence to defined processes for order processing, dispatch, stock management, returns, claims and Credit Notes.
- Monitor accuracy and timeliness of documentation and operational activities.
- Support the Depot Team in resolving day-to-day operational issues.
- Ensure effective coordination between the Vapi Depot, Sales Team, Stockists, CMOs and logistics service providers.
- Drive discipline, accuracy and service orientation within the Depot operations.

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