SHIPPING EXECUTIVE

1. JOB PURPOSE

To manage and coordinate daily shipping operations, customs activities and Finished Goods (FG) shipment processes to ensure all shipments are completed accurately, on time and in compliance with customer requirements, company procedures, LMW requirements and Customs regulations.

2. KEY RESPONSIBILITIES

A. Shipping Operations

• Coordinate daily shipment activities according to the shipment schedule.
• Verify model, Job Number, quantity, destination and shipment requirements before shipment.
• Coordinate with Planning, Production, OQC, Store and other relevant departments to ensure FG are ready for shipment.
• Ensure FG are properly packed, palletized, labelled and prepared for shipment.
• Monitor loading activities and ensure the correct goods are loaded onto the assigned vehicle.
• Monitor shipment status and follow up on delayed or urgent shipments.
• Ensure all shipping activities are carried out according to the applicable Work Instructions and procedures.

B. Shipping Documentation

• Prepare, verify and maintain shipping documents, packing lists, invoices and other relevant documents.
• Ensure shipping documents accurately reflect the actual model, quantity, value and destination.
• Ensure all required documents are available before shipment.
• Maintain proper records of completed shipments for traceability and audit purposes.
• Investigate and correct discrepancies found in shipping documentation.

C. Customs & LMW Compliance

• Coordinate and manage customs-related activities for import, export and shipment transactions.
• Prepare, verify and maintain Customs documentation, including invoices, packing lists, permits, exemption documents and supporting documents.
• Coordinate with the Royal Malaysian Customs Department (JKDM) and relevant internal departments on customs-related matters.
• Monitor and follow up on K9 declarations, Customs exemption applications, approvals and tax/payment status.
• Ensure Customs declarations are accurate and consistent with the actual goods, quantity, value, model and shipment information.
• Coordinate the submission and follow-up of Customs exemption applications for scrap, waste and other applicable materials.
• Maintain proper records of Customs approvals, exemption letters, tickets, declarations and supporting documents.
• Coordinate with Finance regarding Customs duty, SST, invoices, payments and related matters.
• Monitor the status and validity of Customs approvals and ensure required actions are completed within the stipulated timeline.
• Ensure shipping and Customs activities comply with LMW requirements, Customs regulations and company procedures.
• Assist during Customs inspections, audits or requests for supporting documents.
• Investigate and resolve discrepancies involving Customs declarations, shipment documents, quantity, value or classification.
• Keep updated on changes to Customs procedures and requirements that may affect shipping operations.
• Support preparation of documents required for Customs audits, exemption applications and compliance reviews.

D. Internal Coordination & Problem Solving

• Coordinate with Planning, Production, OQC, Store, Finance, Purchasing, IT and other relevant departments on shipment-related matters.
• Follow up on urgent, delayed or abnormal shipments.
• Investigate discrepancies related to quantity, model, pallet number, shipment number, scanning or documentation.
• Escalate major issues to the superior and relevant departments.
• Provide timely shipment status updates to the relevant parties.
• Ensure corrective actions are followed up until closure.

E. Continuous Improvement

• Identify opportunities to improve shipping efficiency, accuracy and traceability.
• Participate in Kaizen / Continuous Improvement activities related to Shipping and Store operations.
• Support digitalization projects such as scanning, pallet tracking and shipment tracking systems.
• Identify opportunities to reduce manual processes, shipment delays and human errors.
• Monitor improvement results and provide relevant data for management review.

3. KPI / PERFORMANCE INDICATORS

• On-time shipment completion.
• Shipping accuracy.
• 100% FG scanning compliance.
• Pallet and shipment number accuracy.
• Shipping documentation accuracy.
• Customs documentation accuracy.
• Timely completion of Customs declarations and applications.
• Customs / LMW compliance.
• Traceability data accuracy.
• Reduction of shipment errors and delays.
• Timely closure of shipment and Customs-related issues.
• Continuous improvement / Kaizen implementation.

4. AUTHORITY & ACCOUNTABILITY

• Verify shipment information before shipment release.
• Hold shipment when discrepancies are identified.
• Ensure shipping and Customs documentation is complete and accurate.
• Ensure all shipping activities comply with company procedures, customer requirements and applicable Customs / LMW requirements.
• Maintain accurate records for traceability, audit and compliance purposes.
• Escalate significant shipping or Customs issues to the superior for appropriate action.

5. Education

• Minimum Diploma in Logistics, Supply Chain Management, Business Administration, International Business, or related field.
• Degree in a related field is an added advantage.
• Candidates with SPM/STPM and strong relevant shipping/customs experience may also be considered.

Working Experience

• Minimum 3 years of relevant experience in Shipping, Logistics, Import/Export or Customs operations.
• Experience in a manufacturing environment is preferred.
• Experience handling LMW (Licensed Manufacturing Warehouse) operations is an advantage.
• Candidates with 10+ years of relevant experience may be considered even without Diploma/Degree, subject to management assessment.

Technical Knowledge & Certification

• Good knowledge of import/export procedures and shipping documentation.
• Familiar with Malaysian Customs procedures and regulations.
• Knowledge of K1, K2, K3, K8, K9, HS Code, duty/tax and exemption procedures is an advantage.
• Familiar with LMW requirements, Customs declarations and related applications.
• Possession of a KEK Certificate is an added advantage.
• Knowledge of Incoterms, freight forwarding and customs clearance.
• Experience dealing with Royal Malaysian Customs, forwarding agents, transporters and shipping lines.

Computer / System

• Proficient in Microsoft Office, especially Excel.
• Experience with ERP / SAP or logistics systems is an advantage.
• Familiarity with customs-related systems such as DagangNet/SMK is an advantage.

Other Competencies

• Good communication and coordination skills.
• Good documentation and record-keeping skills.
• Able to work independently and manage multiple shipments.
• Good problem-solving and follow-up skills.
• Able to communicate in English and Bahasa Malaysia.