Shipping Administrator

Industry: Electrical & Electronics MNC
Location: Kallang
Working Hours: Monday Friday, 8.45am- 5.45pm
Good Remuneration Package

Responsibilities:

Order processing

• Receive and review customer orders for accuracy and completeness.
• Confirm order details with customer and sales division including product specifications, quantities, and delivery addresses.
• Enter orders into SAP system and generate customer order confirmation to attach with sales terms and condition.

Inventory and Stock Allocation

• Check inventory levels to ensure sufficient stock availability for the order.
• Allocate stock from the warehouse or restocking if necessary.

Order Planning

• Allocate stock for open orders for delivery/shipment planning to update customer and sales division.
• Create proforma invoice based on order details for customer advance payment or L/C payment.
• Follow up with the finance department, customers or sales division to ensure timely payment.

Shipping processing

• Prepare goods for shipment by coordinating with the warehouse for packing and labelling.
• Ensure that all required shipping documents, such as Bills of Lading, Commercial Invoices, Packing Lists and other required documents are prepared and accurate.
• Select appropriate shipping methods and carriers based on freight cost estimation, delivery timelines, and customer requirements.
• Schedule shipments and communicate with freight forwarders, couriers, or transportation companies.
• Monitor shipment progress and provide tracking information to customers.
• Resolve any shipping issues, delays, or discrepancies promptly, ensuring a smooth delivery process.
• Confirm delivery with the customer and address any post-delivery issues or complaints.
• Maintain records of shipments for future reference and auditing purposes.
• Ensure all documents related to the export process are kept for finance, audit or compliance.

Import Customs Clearance

• Upon receiving Supplier import alert and shipping documents, check import document details against Supplier purchase order.
• Send import clearance instruction, shipping documents, serial number and HS code to import handling agent and warehouse receiving.
• Perform goods received in SAP system once the goods are transported to warehouse or another designated location.
• Report to Supplier if the goods are damaged or dispute in item or quantity against the purchase order and shipping documents.
• Arrange appointed insurance agent for inspection for damaged goods if required.
• Update Inventory data for stock allocation planning.
• Ensure all documents related to the import process are kept for finance, audit or compliance.
• Verify received goods against stock levels and warehouse system to ensure accuracy and update inventory record accordingly.
• Monitor reorder points and replenish stock as needed to maintain optimal inventory levels.

Requirements:

• Strong understanding of order processing workflows from order receipt to delivery.
• Knowledge of import/export regulations including customs clearance and H.S code.
• Familiarity with shipping documentation, such as Bills of Lading, Commercial Invoices, Packing Lists, and Certificates of Origin.
• Proficiency in using Microsoft Excel & SAP for managing orders and inventory stock data.
• Ability to coordinate with freight forwarders and suppliers to ensure smooth import/export processes.
• Experience with project stock allocation, including managing stock for specific projects and tracking inventory against project requirements.
• Understanding of Incoterms and payment terms in international transactions.
• Attention to detail to ensure accuracy in documentation, inventory records and shipments.
• Strong communication skills for liaising with customers, vendors, and internal teams.
• Ability to solve problems efficiently and handle issues that arise during shipping or stock allocation.

All successful candidates can expect a very competitive remuneration package and a comprehensive range of benefits.

We regret that only shortlisted candidates will be notified.

EA Personnel: Lim Jing Yee, Lena
EA Registration No.: R1872533
People Profilers Pte Ltd
20 Cecil St, #08-09, PLUS Building, Singapore 049705
EA Licence Number: 02C4944
Tel: 6950 9755
JOBID: L8V7484R