Supply Chain & Customer Service Administrative

In the textile industry, a Supply Chain, Customer Service Administrative Officer serves as the vital link between raw material procurement, factory production, and the final customer. This hybrid role combines technical logistics with high-level relationship management to ensure fabrics or garments are delivered on time and within quality standards.

1. Supply Chain & Logistics Coordination

• Inbound & Outbound Logistics: Coordinating with raw material vendors (fabrics, dye, chemicals and etc) to ensure timely arrival for production.  Coordinating with customers to ensure timely arrival at destination.
• Shipment Tracking: Monitoring incoming and outgoing shipments, including managing air or sea freight and customs documentation.
• Inventory Monitoring: Tracking stock levels of finished goods and raw materials to prevent overstock or shortages.
• Logistics Documentation: Preparing essential paperwork such as pick/pack lists, delivery orders, shipping labels, and customs declarations.
• Vendor Management: Coordinate with fabric suppliers and freight forwarders to ensure timely delivery and resolve discrepancies in shipment volume or quality.

2. Customer Service & Order Management

• Quotation: Support sales team to prepare quotation, proforma invoice, or order confirmation.
• Order Processing: Acting as the primary point of contact for customer orders—receiving, verifying prices, and entering them into the system.
• Customer Interface: Providing real-time updates to clients regarding their order status, estimated delivery dates, and potential delays.
• Complaint Resolution: Work with QA department, handling customer inquiries or issues related to damaged goods, incorrect fabric quantities, or late deliveries.
• Stakeholder Bridge: Translating customer requirements (e.g., custom packaging or specific lead times) to the internal production and warehouse teams.

3. Customs Liaison & Clearance

• Direct Point of Contact: Act as the primary liaison for customs officers during inspections, clearances, and regulatory inquiries.
• Documentation Management: Prepare, review, and submit accurate customs declarations, commercial invoices, packing lists, and bills of lading.
• Tariff Classification: Assign correct Harmonized System (HS) codes to all incoming and outgoing commodities.
• Duty Mitigation: Apply for and manage preferential tariff treatments under free trade agreements (FTAs).
• Issue Resolution: Resolve customs holds, valuation disputes, and documentation discrepancies quickly to minimize port demurrage fees.

4. Government & Regulatory Audit Preparation

• Audit Readiness: Maintain a continuous state of audit readiness for agencies like Customs, Tax Authorities, or Trade Ministries.
• Record Retention: Organize and safeguard 5 to 7 years of historical shipping data, import/export licenses, and financial receipts as required by law.
• Internal Assessments: Conduct regular internal spot-checks on past shipments to identify and fix compliance gaps before official audits occur.
• Data Retrieval: Compile, analyze, and present specific logistics data sets requested by government auditors during scheduled reviews.

5. Risk Management & Compliance

• Standard Operating Procedures (SOPs): Develop and update the company’s internal customs compliance manuals.
• Regulatory Tracking: Monitor changes in local and international trade laws, sanctions, and customs modernization initiatives.
• Corrective Action: Implement formal corrective and preventive actions (CAPA) if any compliance errors are flagged during a government audit.