Supply Chain And Operations Executive

Role Summary
The Supply Chain and Operations Executive is responsible for coordinating and executing Kingston Healthcare Technologies' day-to-day procurement, inventory, logistics, and import and export activities.
The role supports the smooth movement and availability of products, including Medi-Kiosk, Medi-Case, Medi-Station, spare parts, consumables and related components, by coordinating with suppliers, logistics providers, customs agents, warehouses and internal teams.
Key Responsibilities
1. Procurement and Vendor Coordination
• Source suitable suppliers and vendors based on the company's operational and project requirements.
• Obtain and compare quotations for products, equipment, components, spare parts, consumables and logistics services.
• Prepare purchase requisitions, purchase orders and supporting procurement documents.
• Coordinate with suppliers on pricing, product specifications, production timelines, order status and delivery arrangements.
• Follow up on outstanding orders and escalate potential delays or supply issues.
• Maintain updated supplier information, quotation records and procurement documentation.
• Assist in evaluating vendor performance based on pricing, quality, responsiveness and delivery reliability.
2. Import and Export Coordination
• Coordinate the import and export of KHT products, equipment, components and materials.
• Prepare and verify shipping documents, invoices, packing lists, permits, certificates and customs-related documentation.
• Liaise with freight forwarders, customs brokers, logistics providers and relevant authorities to facilitate shipment clearance.
• Monitor shipment schedules and provide timely updates on shipment status, delays or documentation issues.
• Ensure that import and export records are properly maintained and filed.
• Support compliance with applicable customs, trade and regulatory requirements.
3. Logistics and Delivery Coordination
• Arrange the transportation and delivery of products, equipment, spare parts and materials.
• Coordinate delivery schedules with suppliers, logistics providers, customers and internal project teams.
• Track shipments from collection through customs clearance to final delivery.
• Support logistics arrangements for product demonstrations, pilot projects, installations, deployments, donations and customer orders.
• Assist in resolving delivery discrepancies, damaged goods, missing items or other logistics-related issues.
• Maintain accurate delivery orders, proof-of-delivery records and shipment documentation.
4. Inventory and Stock Monitoring
• Maintain accurate inventory records for sale units, demonstration units, pilot units, donation units, spare parts, consumables and warranty replacement units.
• Record incoming and outgoing inventory and ensure that all stock movements are properly documented.
• Conduct regular physical stock counts and reconcile discrepancies against inventory records.
• Monitor stock levels and highlight low-stock, excess-stock or slow-moving items.
• Coordinate the allocation and release of inventory for customer orders, projects and deployments.
• Ensure products and components are properly labelled, stored and tracked.
5. Asset and Warranty Administration
• Maintain records of company equipment, product units, components and other assigned assets.
• Track product serial numbers, locations, warranty periods, repair history and replacement status.
• Coordinate with suppliers and technical teams on warranty claims, repairs, replacements and returned items.
• Ensure that asset handovers, transfers and returns are properly documented.
6. Project and Deployment Support
• Coordinate the availability and delivery of products, components and materials required for customer projects and deployments.
• Work with the technical, integration, business development and operations teams to confirm project supply requirements.
• Monitor procurement and delivery timelines to support scheduled installations and project milestones.
• Assist with the preparation and packing of equipment and materials for deployment.
• Provide updates on stock readiness, shipment progress and potential supply-chain risks.
7. Documentation and Reporting
• Maintain complete and updated records relating to procurement, suppliers, inventory, shipments, deliveries, assets and warranties.
• Prepare regular reports on order status, inventory levels, shipment progress, delivery performance and supply-chain issues.
• Track procurement and logistics expenses against approved budgets.
• Assist in preparing and improving supply-chain procedures, checklists and tracking systems.
• Report delays, shortages, damaged goods, cost variances and other operational risks to management promptly.
• Ensure all documents are properly organised for operational, financial and audit purposes.