Shipping & Purchasing Executive

Job Summary

Coordinate and manage import/export shipments and procurement activities to ensure timely delivery and compliance, supporting project needs and tender submissions in a fast-paced environment.

Responsibilities

• Coordinate import and export shipments with overseas factories, suppliers, freight forwarders, and shipping agents to ensure smooth logistics operations
• Prepare and verify shipping documents such as Commercial Invoices, Packing Lists, Bills of Lading (BL), Air Waybills (AWB), and Certificates of Origin for regulatory compliance
• Monitor shipment schedules and track deliveries to ensure materials arrive on time for project requirements
• Ensure compliance with import/export regulations and customs requirements to avoid delays and penalties
• Source and obtain quotations, compare pricing, and procure materials and services to meet project and operational needs
• Issue Purchase Orders (POs) and follow up with suppliers to confirm delivery schedules and order status
• Collaborate with internal departments to coordinate procurement and delivery of materials for ongoing projects
• Maintain accurate purchasing, inventory, and shipment records in the ERP system to support operational transparency and reporting
• Support the Tender Department by obtaining quotations (RFQs) during tender submissions to facilitate competitive bidding
• Coordinate insurance matters related to shipments, including policy renewals and claims processing to mitigate risks
• Perform ad hoc assignments as directed by management to support business operations and continuous improvement

Required competencies and certifications

• Diploma in Supply Chain, Logistics, Procurement, Business Administration, or related field
• Minimum 3 years of relevant experience in shipping, logistics, or purchasing
• Proficiency in Microsoft Office and ERP systems to manage procurement and shipment data effectively

Preferred competencies and qualifications

• Experience in import/export documentation and procurement processes
• Strong negotiation, communication, and problem-solving skills to manage supplier relationships and resolve issues
• Meticulous and organised work approach with the ability to work independently in a fast-paced environment

Other Information

Working Hours:

• Monday – Thursday: 8.30am to 6.00pm
• Friday: 8.30am to 5.30pm