PROCUREMENT CUM SHIPPING ASSISTANT

Job Overview

The Procurement cum Shipping Assistant is responsible to support end to end procurement and sourcing activities alongside export and shipping operations. This role manages supplier sourcing and accounts, purchase order processing, import and export documentation, shipment coordination, and compliance with international trade regulations.

The incumbent works closely with internal departments, suppliers, factories, freight forwarders, and customers to ensure cost effective procurement, timely shipment execution, accurate system processing, and adherence to company policies and SOPs. The role also supports trade show participation, product inspections, quality follow ups, staff training, and continuous process improvement.

Key Responsibilities & Duties

A. Procurement & Sourcing Operations

1. Assist in sourcing and procurement activities for Singapore retail, Taiwan retail, and local projects.
2. Prepare and issue Purchase Orders (POs) to suppliers and follow up on supplier confirmation, delivery timelines, import documentation, payments, QC inspections, shipping, and transportation arrangements.
3. Manage supplier accounts by maintaining regular communication, negotiating pricing and commercial terms, and fostering strong working relationships.
4. Maintain accurate and up to date supplier master lists, pricing records, and procurement documentation.
5. Conduct cost comparisons and liaise with suppliers to achieve best value while ensuring product quality and delivery reliability.

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B. Shipping, Export &Logistics Management

1. Assist in full export shipment process by coordinating with factories, freight forwarders, and the Export Department.
2. Upon receipt of Proforma Invoice (PI) or shipping instructions, perform the following:

a) Liaise with customers to obtain appointed forwarder details

b) Coordinate with factories on production completion schedules

c) Place shipment bookings with appointed forwarders

d) Verify payment status and liaise with the Export Department prior to Sales Order (SO)release

e) Release SO to factory and submit Shipping Instructions (S.I.) within cut off timelines

1. Prepare and verify full sets of export documentation, including but not limited to:

a) Commercial Invoice

b) Packing List

c) Stuffing Report

d) Certificates of Origin (Form A / Form E, etc.)

e) Letter of Credit (LC) documentation (where applicable)

1. Verify shipment details on Bills of Lading and arrange document endorsement with the Chamber of Commerce, Ministry of Foreign Affairs, and relevant Embassies in compliance with import/export regulations.
2. Dispatch shipping documents to customers in a timely manner.

C. System Processing & Order Administration

1. Process procurement and shipment transactions in company systems:

a) Perform Ship Out transactions and generate ASN numbers in SCP system for UAE customers, where applicable

D. Product Inspection, Tradeshows & Coordination

1. Work closely with ICD and LOG teams to inspect newly received products and follow up on Supplier Quality Reports (SQRs) and product feedback.

1. Assist in planning, attend, and follow up on local and overseas trade shows, including supplier sourcing, product evaluation, and post event reporting.

E. Team Support, Training &Compliance

1. Cross check and support team members work to ensure accuracy and compliance with SOPs.
2. Train new staff on departmental procedures, systems, and company culture.
3. Verify procurement and shipping related expenses and ensure proper filing and record retention.
4. Support freight and cargo claim administration when required.
5. Ensure compliance with international trade regulations, import/export laws, and internal company policies.

Requirements

• Diploma in Business Administration, Purchasing Management, Supply Chain Management, or equivalent.
• Minimum 2 years of relevant procurement and shipping experience in furniture preferred.
• Experience with SAP / ERP systems
• Good command of spoken and written English and Mandarin to liaise with English‑ and Mandarin‑speaking counterparts.
• Strong negotiation skills
• Basic knowledge of procurement and shipping processes
• Customer‑oriented, well‑organized, and able to meet tight deadlines.
• Team player, self‑driven, responsible, with high integrity and able to work under pressure.
• Good communication and interpersonal skills
• Attention to detail and accuracy
• Able to commence work at short notice.

Work Schedule:

• 5-day work week
  (Mon - Thurs: 8:45 AM - 6:15 PM | Fri: 8:45 AM - 5:45 PM)

Additional Info:

• Company transport provided from Yew Tee MRT Station.