Import & Export Logistics Executive

1. JOB PURPOSE
• Manage end-to-end import and export logistics operations across Vietnam and APAC markets, ensuring regulatory compliance, operational efficiency, cost optimization and excellent customer service.
• Coordinate with internal stakeholders, customers, freight forwarders, customs brokers and authorities to support business continuity, customer satisfaction and operational excellence.
2. Key Responsibilities
A. Export Operations
• Coordinate end-to-end export operations from order confirmation to shipment completion, ensuring timely delivery, regulatory compliance and customer satisfaction.
• Manage customer orders in ERP (Business Central), review order requirements and coordinate with Commercial, Planning, Manufacturing and Warehouse teams to ensure smooth order fulfillment.
• Prepare, review and maintain export documentation, including Proforma Invoice (PI), Sales Contract (SC), Commercial Invoice (CI), Packing List (PL), Shipping Instruction (SI), Verified Gross Mass (VGM), Certificate of Origin (C/O), Health Certificate (HC), Certificate of Analysis (COA) and other customer or regulatory-required documents.
• Coordinate production schedules, shipment bookings, transportation arrangements, container loading plans and vessel schedules to ensure on-time shipment execution.
• Liaise with freight forwarders, shipping lines, customs brokers and government authorities to ensure smooth export customs clearance and compliance with applicable regulations.
• Handle Letter of Credit (L/C) shipments by coordinating with Finance, banks and customers to ensure document accuracy and timely negotiation.
• Arrange cargo insurance and ensure all shipping documents are complete, accurate and consistent prior to shipment.
• Monitor shipment progress from origin to destination by tracking ETD, ETA and delivery milestones, providing proactive shipment updates and resolving operational issues or customer inquiries.
• Ensure compliance with Trade Compliance requirements, export control regulations, customer-specific requirements and company policies.
• Maintain accurate export records, shipment documentation and logistics databases to support traceability, audit readiness and regulatory compliance.
• Prepare export logistics reports, monitor shipment performance and recommend process improvements to enhance operational efficiency and customer service.
B. Drop Shipment
• Coordinate end-to-end drop shipment operations from overseas manufacturing sites (e.g., France, Portugal and other ADM affiliates) to customers across APAC markets.
• Manage customer orders in ERP (Business Central/Navision), review order requirements and prepare export documentation, including Proforma Invoice (PI), Commercial Invoice (CI) and other customer or regulatory-required documents.
• Coordinate with overseas manufacturing sites, Commercial teams, freight forwarders and customers to align production schedules, shipment plans, ETD, ETA and delivery timelines.
• Arrange cargo insurance, monitor shipment execution and ensure timely delivery in accordance with customer requirements and contractual commitments.
• Review and verify shipping documents to ensure accuracy, consistency and compliance with international trade regulations and customer requirements.
• Coordinate payment-related documentation, credit notes and original document distribution where required.
• Monitor shipment status from origin to destination, proactively communicate shipment updates and resolve logistics issues, shipment delays or customer inquiries.
• Collaborate with overseas manufacturing sites, regional stakeholders and logistics service providers to ensure seamless execution of cross-border shipments and business continuity.
• Maintain accurate shipment records and logistics documentation to support traceability, audit readiness and operational reporting.
• Identify opportunities to improve drop shipment processes, enhance operational efficiency and strengthen customer service performance.
C. Import Operations
• Coordinate import shipment planning with suppliers, internal stakeholders, freight forwarders and customs brokers to ensure timely and cost-effective deliveries.
• Review and confirm shipping terms (Incoterms), delivery schedules and transportation arrangements to support business requirements.
• Review, verify and maintain import documentation, including Commercial Invoice, Packing List, Bill of Lading/Air Waybill, Certificate of Origin (C/O), Insurance Certificate and other regulatory documents, ensuring accuracy and compliance with import regulations.
• Prepare and coordinate customs declaration dossiers, working closely with customs brokers and relevant authorities to ensure timely customs clearance and regulatory compliance.
• Ensure compliance with import regulations, customs procedures, HS code classification, tax requirements and other applicable government regulations.
• Coordinate import permits, product registrations, licenses and other regulatory requirements where applicable.
• Monitor shipment progress from origin to final delivery, proactively tracking ETD, ETA and shipment milestones while resolving transportation delays, discrepancies, cargo damage or shortage claims.
• Communicate proactively with suppliers, freight forwarders, customs brokers and internal stakeholders to resolve operational issues and ensure smooth shipment execution.
• Coordinate warehouse receiving activities, cargo inspection and document handover to ensure accurate inventory receiving and proper shipment closure.
• Review freight invoices, verify logistics costs and coordinate with Finance for timely payment processing and cost reconciliation.
• Maintain accurate import records, shipment documentation and logistics databases to ensure traceability, audit readiness and regulatory compliance.
• Prepare import logistics reports, analyze shipment performance, logistics costs and operational KPIs, and recommend improvement opportunities to enhance supply chain efficiency.
D. Cambodia Import License
• Study and interpret Cambodia's import regulations, licensing requirements, and applicable authority requirements (e.g., MAFF, Customs and other relevant government agencies).
• Identify product classifications and determine the licensing scope and regulatory requirements for each product and SKU.
• Prepare, review and maintain all required application documents, including company legal documents, product specifications, labels, Certificates of Analysis (COA), technical dossiers and other supporting documentation.
• Coordinate with internal stakeholders, including Regulatory Affairs, QA, Commercial, Marketing, Manufacturing, Supply Chain and Trade Compliance, to ensure document completeness, accuracy and compliance with regulatory requirements.
• Liaise with external consultants, service providers and government authorities to clarify licensing requirements, submission procedures and regulatory updates.
• Review application dossiers prior to submission to ensure compliance with Cambodia import regulations and licensing requirements.
• Submit import permit, distribution license and related applications to the relevant Cambodian authorities through authorized service providers.
• Monitor application progress, proactively follow up with authorities and external consultants, and promptly address inquiries, clarification requests or additional documentation requirements.
• Manage licensing timelines to ensure timely approval, renewal, amendment or extension of import permits and distribution licenses in line with business requirements.
• Maintain an accurate licensing database and document archive for tracking application status, license validity, renewal schedules and regulatory records.
• Coordinate cross-functional activities to ensure uninterrupted import operations and business continuity by maintaining valid import permits and distribution licenses.
• Monitor changes in Cambodia regulatory requirements and communicate potential impacts, compliance risks and recommended actions to relevant stakeholders.
• Reduce manual work through process standardization and digitalization.
• Standardize logistics documentation and templates.
• Optimize logistics lead time and support continuous improvement initiatives.