LOGISTICS Executive

A - PURPOSE OF POSITION:
The Logistics Executive is responsible for:
1. Coordinating all activities related to import and export operations, including documentation, customs clearance, shipment scheduling, and communication with suppliers, customers, and logistics partners.
2. Ensuring compliance with relevant regulations, accurate documentation, timely cargo delivery, and smooth end-to-end execution of international trade transactions.
B - MAJOR RESPONSIBILITIES:
A. Import Operations
1. Receive Purchase Orders from the Sales Admin team and update the Import Summary.
2. Review sales contracts and ensure accuracy of commercial terms.
3. Declare chemicals through the Vietnam National Single Window portal.
4. Follow up with suppliers on shipment schedules and update the Import Summary.
5. Coordinate with the Finance team for payment arrangements and send MT notifications to suppliers.
6. Check and verify shipping documents once available.
7. Track ETA, arrange customs clearance, and liaise with relevant vendors.
8. Coordinate with the Sales team regarding delivery instructions (warehouse or customer).
9. Arrange transportation for cargo pickup from the port.
10. Input shipment information into the system and transfer original documents to the Finance team.
11. Contact insurance providers and handle claims in case of damaged cargo.
B. Export Operations
1. Receive export order information from PIC and update the Export Summary.
2. Issue Sales Contracts based on confirmed orders.
3. Coordinate shipment arrangements in accordance with customer-requested ETA:
• EXW : Work with customers' appointed forwarder and advise PIC of loading dates.
• DDU : Book trucks with approved vendors.
• CIF : Book vessel schedules with shipping agents.
4. For DDU shipments, verify local invoices and process internal transfers before loading.
5. Send OE files and truck details to warehouse at least one day in advance.
6. After receiving VAT invoices from Finance, prepare Invoice-Packing List and complete customs clearance.
7. Send draft Bill of Lading to the customer for confirmation and finalize issuance.
8. Submit required information to insurance companies for cargo insurance policies (if applicable).
9. Forward the full shipping document set to PIC and transfer original documents to Finance.
10. Record internal quantities and monitor stock movement.
C. Vendor Debit Note Verification
1. Review monthly debit notes from logistics vendors.
2. Collect all original supporting documents and submit them to Finance for payment processing.