Supply Chain Operations executive

Totachi Industrial Pte Ltd; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

Totachi Industrial Pte Ltd is seeking a Supply Chain Executive to manage purchasing, supplier follow-up, shipment coordination and documentation with accuracy and timeliness. The role maintains ERP records, tracks orders, and escalates exceptions early while providing reliable backup to colleagues.

Responsibilities include consolidating orders, processing supplier submissions, coordinating shipments and handling claims.

Qualifications

• Diploma or degree in purchasing, logistics or related field.
• Strong English communication and documentation skills.
• Experience in purchasing, logistics or supply chain operations is preferred.

Responsibilities

• Lead the intake of purchase requirements and align with supplier/product rules.
• Process purchase orders in ERP with correct supplier, price, quantity and delivery info.
• Monitor shipment status, packing lists and required documents through completion.
• Register and manage customer, warehouse, transport or supplier claims with complete facts.
• Maintain ERP records, tracking open orders and ensure accuracy of data.
• Coordinate with Product Manager on data and specifications; escalate changes within authority.

Skills

Attention to detail

Ownership

Disciplined follow-up

Written and spoken English

Education

Diploma or degree in purchasing/logistics

Tools

Excel

ERP systems

Job description

The Supply Chain Executive executes assigned purchasing, supplier follow-up, shipment, documentation and claims activities accurately and on time. The role owns assigned items from instruction to closure, keeps the ERP and trackers current, escalates exceptions early, and provides reliable backup for colleagues.

1 Sales Order, Intake Consolidation and Approval

• Receive purchase requirements and sales orders from the Sales Department for all product groups and confirm that the submitted information is complete, current and supported by the required customer details.
• Review each order against the applicable supplier and product requirements, including MOQ, minimum batch or packaging quantities, production formula, compatible products that may be combined under one formula, loading constraints, lead time and other approved ordering rules.
• Consolidate orders across customers, markets and product groups where permitted, while keeping customer requirements, product specifications, quantities, packaging and delivery instructions traceable.
• Identify quantities or combinations that do not meet MOQ, formula, packaging, loading or supplier requirements and prepare a clear consolidation summary showing the required corrections and available options.
• Return the consolidated order information to the Sales Department for confirmation and correction. Track outstanding responses and ensure that all amendments are reflected consistently in the working file.
• Submit the final consolidated order to the Supply Chain Director for approval before issuing any purchase order or commitment to the supplier.
• After approval, convert the confirmed requirements into the supplier order and maintain a complete audit trail from the original Sales request through consolidation, corrections, approval and supplier submission.

Role Purpose

The Supply Chain Executive executes assigned purchasing, supplier follow-up, shipment, documentation and claims activities accurately and on time. The role owns assigned items from instruction to closure, keeps the ERP and trackers current, escalates exceptions early, and provides reliable backup for colleagues.

2 Purchase Order and Supplier Execution

• Prepare and process assigned purchase orders in the ERP using approved supplier, product, price, quantity and delivery information.
• Obtain order acknowledgements and follow production status, readiness dates, quantities, packing and required documents through completion.
• Maintain clear written communication and action records with assigned suppliers and promptly escalates deviations from agreed terms.
• Keep all assigned open orders current in the departmental tracker, including owner, status, next action, deadline and risk.

3 Shipment and Logistics Coordination

• Coordinate shipment bookings with suppliers, freight forwarders, warehouses and consolidation points in accordance with approved routing and Incoterms.
• Check commercial invoices, packing lists, transport documents, certificates and other required shipping documents for completeness and consistency.
• Monitor pickup, loading, departure, transit, arrival and delivery milestones and elevate delays or document gaps before they affect delivery.
• Verify logistics and warehouse service records against supporting documents and route discrepancies for correction and approval.

4 Claims and Corrective Actions

• Register assigned customer, warehouse, transport or supplier claims with complete facts, evidence, quantities, dates and requested action.
• Coordinate routine follow-up with the supplier and internal Product Manager and maintain the claim record until approved closure.
• Escalate technical questions, material financial exposure, repeated defects and proposed remedies outside routine authority.

5 ERP Records and Reporting

• Post approved customer Sales Orders in Microsoft Dynamics NAV or Navision accurately and link them to the relevant consolidated order and purchasing records.
• Enter and update transactions, dates, shipment references, documents and statuses accurately and promptly in the ERP and approved trackers.
• Reconcile assigned records and resolve missing or inconsistent information before reporting completion.
• Provide daily exception updates and weekly open-item status to the Assistant Supply Chain Manager.
• Collect supplier KPI data for the six-monthly supplier performance review; the Assistant Supply Chain Manager owns the assessment and recommendation.

6 Team Coverage, Training and SOP Compliance

• Follow approved SOPs, checklists, naming conventions and filing requirements.
• Maintain complete handover notes for leave, MC, reassignment and other absences, with no unresolved item left without an owner.
• Learn at least one designated backup portfolio or critical process and provide mutual coverage when assigned.
• Support training of new employees on mastered processes and identify missing or outdated SOP steps.

7 Product Manager Coordination and Boundaries

• Use only approved product specifications and technical instructions supplied by the Product Manager.
• Coordinate operational data such as quantities, timelines, packing, documents and delivery status; refer specification, formulation, testing, certification and technical acceptance matters to the Product Manager.
• Do not agree product changes, technical concessions or final claim remedies without the required technical and management approval.

8 Authority and Escalation

• May conduct routine order, shipment, document and claim follow-up within approved instructions and SOPs.
• May request suppliers and service providers to correct inaccurate documents or information.
• Must not independently change price, payment terms, quantities beyond approved tolerance, supplier appointment, specifications, routing with material cost impact or major claim settlement.
• Escalate threatened delays, capacity shortfalls, missing documents, unapproved charges, repeated supplier non-response and any issue outside authority without delay.

9 Qualifications and Competencies

• Relevant diploma or degree and two to three years of experience in purchasing, logistics, international trade or supply chain operations.
• Practical knowledge of purchase orders, shipping documents, ERP systems and Excel.
• Good written and spoken business English, attention to detail, ownership and disciplined follow-up.
• Able to manage several deadlines, work collaboratively and provide dependable backup to colleagues