Purchasing & Shipment Executive

Purchasing & Shipment Executive

Executive

Supply Chain

Office

Supply Chain Manager / Chief Operating Officer

To operationally execute, communicate and manage timely and cost-effective inventory order shipments; to achieve high levels of client satisfaction with minimal complaints about stock shortage or delay

Purchasing & Procurement

· Process purchase requisitions and issue purchase orders accurately and promptly.

· Source and evaluate non-contracted suppliers and shipment service providers based on pricing, quality, delivery performance, and service support.

· Follow up closely with suppliers on order confirmations, production schedules, and delivery timelines.

· Coordinate and collaborate with Inventory Planner and Operations Team to assist with inventory management and ensure adequate inventory levels and timely replenishment.

· Negotiate pricing, lead times, and commercial terms with suppliers where applicable.

Shipment & Logistics Coordination

· Coordinate and execution of local and international shipments, including air, sea, and courier arrangements.

· Liaise with freight forwarders, shipping agents, suppliers, and warehouse teams on shipment schedules and cargo movements.

· Prepare and verify shipping documentation such as commercial invoices, packing lists, bills of lading, delivery orders, and shipping permits.

· Monitor shipment status and ensure timely delivery to customers or internal operations.

· Handle import and export documentation and ensure compliance with shipping and customs requirements.

· Resolve shipment discrepancies, delays, or logistics-related issues promptly.

Cross-Function Coordination & Communication

· Work closely and collaborate with respective stakeholders (i.e. Commercial Team, Customer Service Team, Operations Team, Warehouse Team, Accounts Team, Management) to ensure smooth operational execution.

· Coordinate with suppliers and internal stakeholders on urgent orders, shipment priorities, and delivery schedules.

· Support customer inquiries related to shipment status and delivery arrangements.

· Ensure accurate communication and timely updates across all involved stakeholders.

· Support stock reconciliation and inventory reporting when required.

· Reconcile supplier invoices, Purchase Orders, and delivery receipts to ensure accurate financial processing.

· Assist Commercial Team and Product Team on pricing matters (i.e. supplier price book, shipment cost, price increments, etc)

Compliance & Documentation Control

· Ensure compliance with company procurement policies and operational procedures.

· Ensure proper filing and upkeep of purchasing and shipment documents.

· Maintain data accuracy within ERP or inventory management systems.

· Maintain accurate purchasing records, supplier information, and procurement documentation.

· Ensure proper documentation and audit readiness for purchasing and shipment activities.

Process Improvement & Compliance

· Identify operational inefficiencies and recommend process improvements.

· Support continuous improvement initiatives within procurement and logistics operations.