Import and Operations Officer

SUN BATTLEDORE INC

Parañaque

On-site

PHP 600,000 - 900,000

Full time

3 days ago

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Job summary

SUN BATTLEDORE INC is seeking an Import and Operations Officer to manage end-to-end import processes for the Philippines, coordinating with international suppliers, freight forwarders, customs brokers, and internal teams. You will oversee import documentation, shipments, and regulatory compliance, while optimizing costs and ensuring timely delivery to warehouses and retail stores.

This role requires strong planning, vendor management, and proficiency with ERP/inventory systems to maintain a

Qualifications

Bachelor's degree in customs administration, logistics, SCM, business administration, or related field.
3–5 years of experience in importation, logistics, supply chain, or operations.
Experience coordinating international shipments and customs clearance preferred.
Familiarity with Philippine import regulations and customs procedures.

Responsibilities

Coordinate all import shipments from international suppliers to the Philippines.
Manage import documentation, including invoices, packing lists, Bill of Lading, CO, and permits.
Coordinate with customs brokers, freight forwarders, and ship lines.
Monitor shipments and ensure on-time delivery and regulatory compliance.
Prepare logistics cost reports and negotiate rates with providers.

Skills

Analytical skills

Planning & organizational skills

Negotiation & vendor management

Written & verbal communication

Problem-solving

Education

Bachelor's degree in Customs Administration, Logistics, SCM, Business Administration, or related field

Tools

ERP systems

Inventory management systems

Microsoft Office

Job description

Position Title: Import and Operations Officer

Department: Merchandising & Purchasing Department

Reports To: MPD Manager

Position Summary

The Import and Operations Officer is responsible for managing the end-to-end importation process, ensuring the timely and compliant movement of goods from international suppliers to the company's warehouse and retail network. The role oversees import documentation, freight forwarding, local transportation, inventory movement, and logistics operations to ensure products are delivered efficiently, accurately, and cost-effectively.

The position works closely with suppliers, freight forwarders, customs brokers, shipping lines, warehouse personnel, finance, purchasing, and retail operations to maintain an uninterrupted supply chain while ensuring compliance with all government regulations.

Key Responsibilities

A. Importation Management

Coordinate all import shipments from international suppliers to the Philippines.
Monitor purchase orders and shipment schedules to ensure on‑time delivery.
Prepare and verify all import documentation, including:
Commercial Invoice
Packing List
Bill of Lading / Air Waybill
Certificate of Origin
Insurance Documents
Import Permits and Licenses
Coordinate with customs brokers for customs clearance and regulatory compliance.
Ensure compliance with Bureau of Customs (BOC), Bureau of Internal Revenue (BIR), and other applicable government regulations.
Monitor shipment status from origin to final destination.
Resolve shipment delays, customs issues, and documentation discrepancies.
Maintain complete records of all import transactions.

B. International Logistics

Coordinate with freight forwarders, shipping lines, and airlines.
Compare freight quotations and recommend cost-effective shipping options.
Monitor ocean freight, air freight, and courier shipments.
Plan shipment schedules based on inventory requirements and business priorities.
Track international shipments and provide regular status updates.
Coordinate cargo insurance when necessary.
Evaluate logistics partners based on service quality, cost, and delivery performance.

C. Local Logistics and Distribution

Coordinate inbound deliveries from ports to the warehouse.
Plan and monitor outbound deliveries to retail stores, distributors, and customers.
Schedule trucking and courier services.
Ensure timely replenishment of store inventories.
Monitor delivery performance and resolve transportation issues.
Optimize transportation routes to reduce logistics costs.
Coordinate urgent or special deliveries as required.

D. Operations Coordination

Work closely with the Warehouse Team to ensure accurate receiving of imported goods.
Coordinate inventory transfers between warehouses and stores.
Monitor receiving schedules and unloading activities.
Ensure proper documentation for all inventory movements.
Assist in maintaining inventory accuracy.

E. Cost Control

Monitor importation and logistics expenses.
Analyze freight, customs, storage, and transportation costs.
Recommend cost-saving initiatives without compromising service quality.
Prepare logistics cost reports and shipment analyses.
Negotiate rates with freight forwarders and logistics providers when applicable.

F. Compliance and Documentation

Ensure complete and accurate shipment documentation.
Maintain organized records for audits and regulatory inspections.
Monitor import permits and renewals.
Ensure compliance with company policies and government regulations.
Coordinate with Finance regarding duties, taxes, and shipment-related payments.

G. Vendor and Stakeholder Management

Build and maintain relationships with:
International suppliers
Freight forwarders
Customs brokers
Shipping lines
Trucking providers
Warehouse partners
Monitor supplier and logistics provider performance.
Resolve operational issues promptly and professionally.

H. Reporting

Prepare regular reports on:

Shipment status
Import shipment schedules
Customs clearance progress
Freight and logistics costs
Delivery performance
Inventory movement
Shipment delays and corrective actions
Vendor performance
Logistics KPIs

I. Customer Complaints and Product Quality Management

Consolidate all Customer Complaint Forms (CCFs) submitted by Retail Stores, E-commerce, Outright Accounts, and other sales channels.
Review and validate customer complaints to ensure complete and accurate documentation before endorsement to suppliers or the concerned department.
Maintain a centralized database of customer complaints, product defects, and warranty claims for monitoring and trend analysis.
Coordinate with Retail Operations, Warehouse, E-commerce, Sales, and suppliers to investigate product quality issues and determine appropriate resolutions.
Monitor the progress of customer complaints and ensure timely closure based on the company's service level standards.
Prepare periodic reports on customer complaints, product defects, warranty claims, and recurring quality issues for Management and Brand Principals. Submission of CCF reports to our Suppliers and Principals.
Inspect and document damaged, defective, or non-conforming items upon receipt of imported and local shipments.
Prepare detailed receiving quality reports, including photos and descriptions, and coordinate immediate reporting to suppliers, freight forwarders, or insurance providers when necessary.
Coordinate with the Warehouse Team to segregate, quarantine, and properly identify damaged or defective merchandise.
Monitor supplier corrective actions and replacement schedules for damaged or defective products.
Analyze complaint and damage trends to identify recurring issues and recommend preventive actions to improve product quality and reduce customer complaints.
Maintain complete documentation of quality inspections, receiving reports, supplier claims, and customer complaint records for audit and reference purposes.
Collaborate with Warehouse, Retail Operations, Purchasing, and Brand Partners to ensure continuous improvement in product quality and customer satisfaction.

Qualifications

Bachelor's degree in Customs Administration, Logistics, Supply Chain Management, Business Administration, or a related field.
At least 3–5 years of experience in importation, logistics, supply chain, or operations.
Experience coordinating international shipments and customs clearance is preferred.
Familiarity with Philippine import regulations and customs procedures.

Knowledge and Skills