Trade Operation Executive

4 weeks ago

Singapore NANSHAN ALUMINIUM SINGAPORE CO. PTE. LTD. Full time
Roles & Responsibilities

Position Summary


1. Ordering processes

  • Preparation of the Sales/Purchase agreements and purchase orders (PO) for the new and existing customers, liaise closely with Marketing Department in order to collect related information and prepare the discussed packages between 2 parties
  • Analyze the terms and conditions in the contracts if is workable, timely check and communicate with Marketing Department if any adjustment needed and have discussion together in order to provide better solutions
  • Submit all finalize agreements to require authorized signature, this agreement will be the reference or guideline for both parties
  • POs received from customer then issue our POs to supplier to secure the shipment dates and quantity
  • Awareness if customers are obeying the agreed quantity, product and payment term, otherwise have to inform Marketing Department to follow up on it

2. Preparing shipping documents

  • Monitoring the shipment schedule based on the contract /PO agreed latest shipment date
  • Make sure all the shipment information and schedule are updated based on customer requirement
  • After shipment delivered, request the shipping documents from supplier and prepare our full set documents to customers
  • Ensure all the shipping documentations provided to customers are timely and correct to prevent any cause of delaying on customer cargo customs clearance due to presenting the wrong documentation

3. Aftersales services & Key data into Enterprise Resource Planning system (ERP)

  • Respond and react all claims from customer due to product defects, cargo extra charges, etc then inform supplier
  • Issue back to back debit/credit notes to customer and factory once confirm by supplier
  • All contracts are required to input into ERP system
  • Record every shipment Purchase Order, Sales Order, Delivery Order, Invoices, Debit and Credit notes into ERP system
  • Timely updated every shipments detail (ETD, ETA, Invoice reference, Invoice amount, Payment due date and Payment received date) to monitor and follow up closely on supplier schedule and customer payment.
  • Timely update the import and export weekly report to management

4. Monitoring customers and suppliers’ payments

  • Monitor customer payment when near to due date
  • Customer’s outstanding payment and exceeding given credit limit are required to alert department Manager and Marketing Department to take further action if needed and continue follow up tightly
  • Once received payments from customers, will update to account department
  • Assist to monitor supplier’s payment arrangement and ensure the documents’ accuracy

5. Letter of Credit (LC) Execution

  • Follow up tightly for Export LC from customer
  • Check all the terms and conditions in Export LC if applicable and submit the back-to-back LC application to issuing bank
  • Issue back to back LC to the supplier
  • Chase for shipping documents from supplier after shipment loaded
  • Export documents prepared based on the Export LC and send to bank for negotiation
  • Payment for import bill arranged once export documents clean
  • Work closely with account department to monitor the LC discounting execution


Position Requirement

  • Minimum Diploma in related field
  • Minimum 1 years working experience in trade operation
  • Experience in handling Letter of Credit
  • Meticulous and organized
  • Able to multitask and work independently in a fast-paced environment
  • Team player, good attitude and positive thinking towards change
  • Good command of written and spoken English and Chinese in order to liaise with Chinese speaking associates/ customers
  • Proficient in Microsoft Office

Tell employers what skills you have

Negotiation
Able To Multitask
Microsoft Office
Microsoft Excel
Aftersales
Interpersonal Skills
ERP
Administration
Team Player
Customer Service
Shipping
Able To Work Independently

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