Parts Coordinator

Job Description & Major Responsibilities

1. Parts Sales & Customer Support

• Support Section Head in identifying parts business requirements and carrying out activities required for the Parts Sales business.
• Prepare quotations for services and spare parts for customers.
• Follow up with customers on Purchase Orders (POs) for services and sparemparts.
• Support daily communication and coordination with customers, SESP and Japan counterparts through email, telephone and other appropriate communication channels.
• Provide timely support and coordination to facilitate smooth parts sales activities and customer service.

2. Parts Order & Shipment Coordination

• Issue Purchase Orders to SE Japan for spare parts.
• Coordinate incoming and outgoing sea and air shipments between Japan, customers and relevant parties.
• Liaise with freight forwarders to ensure proper shipment arrangements and timely delivery.
• Monitor parts orders and deliveries and follow up on outstanding matters where required.
• Coordinate with relevant internal and external parties to ensure smooth fulfilment of customer requirements.

3. Documentation & Export Control Support

• Prepare Letters of Assurance and other relevant documentation required for export license applications involving controlled parts for customers and Japan.
• Maintain proper documentation and records to support operational requirements and audit trails.
• Ensure relevant transaction and shipment documents are properly maintained and readily retrievable.
• Support documentation requirements relating to inventory and logistics activities.

4. Continuous Improvement

• Participate in continuous improvement and performance improvement initiatives within Parts operations.
• Assist in identifying business and operational requirements.
• Support the Manager in coordinating and integrating activities across different functions.
• Identify opportunities to improve the quality and efficiency of Parts services.
• Support the implementation of process improvements to strengthen operational effectiveness and customer service.

5. Workplace Safety & Health

• Comply with company Workplace Safety & Health (WSH) requirements and operational safety standards.
• Report safety incidents and support relevant WSH activities as required.
• Maintain a safe and responsible working environment.

6. Systems & Technology Support

• Support the implementation of relevant technology applications used within Parts operations.
• Participate in simulation, testing and trial runs for new technology applications.
• Support process or system improvements that enhance operational effectiveness.

Desired Qualifications / Requirements / Competencies :

• Candidates should possess at least a Diploma/ Degree in Business Administration, Supply Chain, Logistics or a related course
• Minimum 1years of relevant experience, preferably in parts coordination, sales supporter related function
• Strong organisational skills and good attention to detail
• Proactive, responsible and to able to work with minimal supervision
• Ability to work independently as well as a good team player
• Team player with good communication skills, documentation and customer service skills
• Proficient in Microsoft Office programs