LOGISTICS & ADMIN EXECUTIVE

About the role

The Logistics & Admin Executive is responsible for coordinating export and import shipments, preparing shipping and sales documentation, maintaining accurate ERP records, supporting trade and quality compliance, and providing general administrative support. The position works closely with customers, warehouse, production, finance, freight forwarders, and other service providers to ensure shipments are completed accurately and on schedule.

Key responsibilities

• Coordinate with warehouse and production teams to ensure goods are prepared and delivered accurately and on time.
• Arrange export shipments with freight forwarders, including vessel, container, trucking, and other required transport bookings.
• Coordinate import documentation and shipment arrangements on an ad hoc basis when required.
• Track shipment progress and provide timely updates to relevant internal and external parties.
• Investigate and resolve shipment delays, documentation discrepancies, delivery issues, and other logistics-related matters.
• Prepare, verify, and issue sales and shipping documents, including sales orders, delivery orders, commercial invoices, packing lists, debit and credit notes, and shipping labels.
• Prepare and submit export-related certificates, permits, and supporting documents, including Certificates of Origin, Form D, Form E, CECA documentation, Certificates of Analysis, and GST permits.
• Create and maintain accurate records in the ERP system, including customer master data, sales orders, and outgoing-goods transactions.
• Compile and prepare periodic sales, shipment, and logistics reports for Management.
• Support compliance with the ISO 9001:2015 quality management system and applicable document-control requirements.

About you

• Diploma in Logistics Management, Supply Chain Management, Business Administration, or a related discipline.
• At least three years of relevant experience in logistics, shipping, freight forwarding, sales administration, or supply-chain operations.
• Practical experience in export shipping procedures and preparation of shipping documents.
• Knowledge of Bills of Lading, Certificates of Origin, customs permits, Incoterms, and common international trade documentation.
• Proficiency in Microsoft Office, particularly Microsoft Excel.
• Strong coordination, interpersonal, and communication skills.
• Excellent organizational and problem-solving abilities.
• High level of accuracy and attention to detail.
• Able to prioritize multiple shipments and meet documentation deadlines.
• Proactive, resilient, responsible, and able to work independently with minimal supervision.