Purchasing and Shipping Executive

About the role

The Purchasing and Shipping Executive manages end-to-end procurement and export shipping operations for commercial kitchen equipment. The role ensures timely purchase order processing, accurate shipment documentation, COO applications, L/C negotiations, and banking documentation compliance. The executive negotiates with suppliers and freight forwarders to secure competitive pricing and cost-effective logistics solutions, while ensuring compliance with ISO procedures and safety policies.

Key responsibilities

• Liaise with Service team to provide monthly shipping schedules for export and arrange/coordinate with logistics to provide packing details to book vessel
• Prepare full set of export shipping documents (including COO, Form D/Form E etc.) promptly and accurately according to customer requirements
• Close follow up the ship date with suppliers and update the vessel arrival date to respective departments (project and sales) and ERP system to ensure timely delivery/export to customers upon shipment arrival
• Source and evaluate forwarders to meet organization requirements in terms of service, reliability and cost competitiveness
• Resolve issues/complaints/discrepancies/claims on all Import and Export shipment matters
• Negotiate for the best price from costing's quotation for all confirmed sales orders (CSO)
• Process Material Requisition (MR) and Purchase Orders (PO)
• Ensure goods are purchased promptly upon CSO, monitoring the orders' readiness date/ship date and process Goods received note (GRN) upon arrival within dateline
• Verify import and export freight invoice against quotation to ensure billing is done correctly and perform freight adjustment to the ERP system to meet month end closing
• Maintain ISO procedures, documentation, record, report and filing

About you

• Diploma in Engineering/Business Management or Logistics Management/Supply Chain related field equivalent
• Minimum 2 to 3 years of experience
• Proficient in MS Office, ERP/MS 365 system
• Good working knowledge in shipping incoterms and experience in L/C negotiation