Shipping Coordinator

• Customer Service (CS) Engineer will notify once the goods are received in our warehouse.
• Verify the customer's payment terms. If necessary, issue a Proforma Invoice (PI) to the customer for payment within 1 day.
• Follow up closely on the customer's payment and provide updates to the finance department.
• Once the payment is cleared, the CS Engineer will issue the Pick List (PL).
• Check that the goods received in AX match the customer's purchase order in terms of quantity, model, and price. If there are discrepancies, inform the CS Engineer of the correction.
• Inform/confirm with the customer when they will collect the goods.
• Prepare the Delivery Note (DN) with weight and dimension details for local customer collection, and a Shipping Invoice (SIPL) with HS Code for overseas customers.
• Retrieve the correct goods from the warehouse. Seek assistance from warehouse technicians if a forklift is needed.
• Ensure the packages are in good condition. Take pictures of the packages and the goods inside if requested by the customer.
• Coordinate with the customer's nominated forwarders or courier services, release the goods to them, and ensure that the necessary documents are attached and signed upon collection.
• Depending on the sales contract, we may have to deliver the goods to the customer's address.
• Generate a tax invoice for the customer as soon as the goods are released and copy it to the line manager and finance.
• Issue any necessary documents mentioned in the customer's purchase orders, such as the Certificate of Origin, Quality Compliance, Warranty, etc. It may be necessary to obtain the Certificate of Origin from the Chamber of Commerce.
• Ensure all the necessary documents are filed in our SharePoint example: PI, DN, SIPL, and tax invoice. Follow the established naming conventions for filing.
• Customer collection from Rotork factories.
• The factory will inform us and provide a packing list once the goods are ready for the customer's self-collection from the factory.
• Verify that the packing list from the factory matches our purchase order regarding quantity and model. Note that some packing lists may include goods that are only partially ready.
• Notify the customer that their goods (either partial or full) are ready for self-collection from the factory.
• Verify the customer's payment terms. If necessary, issue a Proforma Invoice (PI) to the customer for payment within a day. Follow up closely on the customer's payment and provide updates to the finance department.
• Once payment is cleared, provide the packing information to the customer so they can determine the mode of transport (SEA, AIR, or Courier) to be used.
• Check that the goods recorded in AX correspond with the customer's purchase order in terms of quantity, model, and price. If discrepancies are found, inform the Customer Service Engineer for corrections.
• Coordinate with both the nominated forwarder and the factory shipping department to ensure the smooth collection of goods. Provide all necessary documents, including the factory packing list and shipping invoice.
• Generate a tax invoice for the customer within 1 day upon goods release and send a copy to the line manager and the finance department.
• Provide any required documents stated in the customer's purchase orders, such as Certificates of Origin, Quality Compliance, Warranty, etc.
• Ensure that all relevant documents (PI, Delivery Note (DN), Shipping Invoice, and Tax Invoice) are filed in our SharePoint, following the established naming conventions.
• Collection of Goods from Factory to Rotork Singapore:
• The factory will notify us and provide a packing list once the goods are ready for our collection.
• Verify that the packing list from the factory aligns with our purchase order in terms of quantity and model. Be aware that some packing lists may include only partially ready goods.
• Check the mode of transport specified by the Customer Service Engineer in AX and ensure it complies with the Rotork Integrated Logistics Strategy.
• Liaise with the Rotork Global Logistics partner and the factory shipping department to facilitate the delivery of goods to Rotork Singapore.
• Track the shipments and provide updates on the estimated arrival date.

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