Logistic Operations Executive

VISWALAB SINGAPORE PTE. LTD.; Singapore; On-site; SGD 35,000 - 55,000; Full time

Job summary

A logistics solutions provider in Singapore is looking for a Logistics Operations Executive. This role involves coordinating logistics activities, managing sampling kits, and preparing shipment documentation. The ideal candidate has a diploma in logistics, strong communication skills, and experience in logistics or warehouse operations. Attention to detail and multitasking abilities are essential for success in this role.

Qualifications

• Experience in logistics or warehouse operations preferred.
• Proficient in Microsoft Excel and basic logistics systems.
• Strong communication skills (email & phone).
• Proficient in Microsoft Excel and basic logistics systems.
• Ability to multitask and coordinate with multiple stakeholders.
• Detail-oriented, organized, and able to work independently.

Responsibilities

• Coordinate end-to-end logistics activities involving sampling kits and deliveries.
• Manage kits requests and ensure timely coordination.
• Prepare DHL and FEDEX documentation for shipments.
• Oversee warehouse operations and logistics personnel duties.
• Liaise with internal departments and external partners.

Skills

Strong communication skills

Attention to detail

Ability to multitask

Organized

Education

Diploma or equivalent in Logistics, Supply Chain, or related field

Tools

Microsoft Excel

Job description

The Logistics Operations Executive is responsible for coordinating end-to-end logistics activities involving sampling kits, sample collections, warehouse operations, and both local and overseas deliveries. This role requires strong communication skills, attention to detail, and the ability to work closely with internal departments, agents, couriers, and external laboratories to ensure timely and accurate execution of logistics tasks.

Key Responsibilities

1. Email & Communication

• Check and reply emails related to kits and pickup requests.
• Attend to sampling kit / sample collection issues raised by customers or agents.
• Liaise with customers, agents, forwarders, and other internal departments via email and phone.
• Coordinate with KAMs for water sampling kits and diary deliveries.

2. Kits Request Management

• Enter kits requests into the system for Singapore, Houston, Europe, China & Fujairah offices.
• Coordinate sampling kits delivery in China with China Lab.
• Coordinate with customers or agents for collection of sampling kits at the warehouse.
• Prepare kits for local and overseas deliveries.
• Ensure labels are correctly pasted on sampling kit bottles.

3. Delivery & Collection Coordination

• Contact agents via phone to confirm locations for local delivery and sample collection.
• Assign delivery and collection tasks to Logistics Personnel.
• Coordinate with Logistics Personnel for deliveries assigned by other departments (Lab, BQS, Marketing, etc.).
• Arrange water sample collection and delivery to ALS/MLS Lab.
• Arrange with India side on Kits delivery.

4. DHL & FEDEX & Documentation

• Prepare DHL and FEDEX documentation such as Commercial Invoices, Air Waybills, and labels for overseas kits delivery.
• Prepare documents for other DHL and FEDEX shipments including parcels and department-assigned deliveries.
• Contact DHL and FEDEX to arrange pickups for overseas shipments.
• Scan and send copies of documents to customers (Delivery Receipts, Commercial Invoices, AWB).
• Prepare DHL and FEDEX documents for Viswalab Diaries (local & overseas deliveries).
• Prepare DHL and FEDEX documents for Indonesia sample shipments.

5. Warehouse & Inventory Management

• Proceed to warehouse to paste DHL and FEDEX labels and supervise loading activities.
• Liaise with logistics companies for container arrivals and oversee warehouse personnel during container loading.
• Conduct weekly stock checks for all types of kits and update Houston /India.
• Maintain stock inventory for water sampling kits and Viswalab diaries.
• Packing of materials for local or overseas delivery (Cubitainers, density kits, sulphur test kits, department materials).
• Housekeeping and movement of kits/pallets around the warehouse.

6. System & Reporting

• Update system daily for kits delivery, sample collection, and water sampling activities.
• Update worksheets for overseas deliveries and monitor shipment movement.
• Provide weekly stock updates to Singapore and India counterparts.
• Update Indonesia collection sheet and follow up with lab upon sample arrival.

7. Indonesia Logistics Coordination

• Liaise with KAM, lab, customers, and forwarders for Indonesia sample collection.
• Provide necessary documents to forwarders for collection.
• Prepare DHL documents and create PEB documents for DHL and FEDEX.
• Coordinate MSDS/PEB approval with DHL and FEDEX.
• Monitor delays and follow up with DHL and FEDEX or forwarders.
• Check, photograph, and verify samples upon arrival at the lab.
• Review forwarders’ invoices and coordinate payment acknowledgement with Finance.

8. Internal Department Support

• Liaise with Labs for sample collection and PRN matters.
• Print PRN stickers for daily sample collection.
• Assist other departments with administrative tasks including seminars, functions, and deliveries.
• Coordinate with Marketing, Lab, BQS, and KAM teams on deliveries and collections.
• Assist with diary preparation, packing, and stock updates.

9. Team & Department Oversight

• Oversee Logistics Department daily duties (kit delivery & sample collection).
• Monitor daily attendance of Logistics personnel (including medical/annual leave).
• Assign daily courier duties during absence of the Courier Supervisor.

Qualifications & Skills

• Diploma or equivalent in Logistics, Supply Chain, or related field.
• Experience in logistics or warehouse operations preferred.
• Strong communication skills (email & phone).
• Proficient in Microsoft Excel and basic logistics systems.
• Ability to multitask and coordinate with multiple stakeholders.
• Detail-oriented, organized, and able to work independently.