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Logistics Operations Coordinator

1 week ago

Manila, National Capital Region, Philippines HGS Offshore Staffing Solutions (HGS OSS) Full time
Job Description

As a key member of the HGS Offshore Staffing Solutions team, you will play a crucial role in ensuring the seamless execution of daily administrative and operational functions. This includes creating purchase orders, managing payments and documentation with suppliers, and coordinating with a diverse network of freight forwarders and global suppliers.

Key Responsibilities:

  • Implement and streamline administrative processes to support international purchasing and logistics activities.
  • Manage and oversee the timely documentation process for all transactions and shipments, ensuring compliance with international trade regulations.
  • Collect, review, and submit import documentation from suppliers and assist customs brokers with queries on products/documents. Amend paperwork with suppliers where applicable.
  • Input and manage pre-sale/ASN shipping milestones in ERP system.
  • Other supplier relationship admin and purchasing admin functions.

Payment Management:

  • Coordinate and execute payment processes with suppliers, ensuring timely and accurate financial transactions.
  • Maintain thorough records of all payments and invoices for audit purposes and financial reporting.
  • Build and maintain strong relationships with suppliers, managing communications to ensure alignment with operational standards and cost objectives.
  • Regularly evaluate supplier performance to identify areas for improvement and ensure consistent quality and service delivery, and proactively communicating performance to Buying and Planning teams internally.

Freight and Logistics Coordination:

  • Liaise with freight forwarders and logistics providers to ensure efficient and cost-effective transportation of goods from over 130 factories/suppliers across 20+ origin ports.
  • Monitor shipments to ensure timely delivery, coordinate the resolution of any shipping or customs-related issues, and manage the container packing process.
  • Continuously assess the quality of service provided by our International Freight partners, ensuring clear communication of business requirements to drive performance improvements.
  • Monitor cartage ensuring containers are being cleared without financial penalties.
  • Seek to improve and automate processes to streamline the workload and department function.
  • Work closely with internal teams, including Buying, Planning, Fulfilment and Customer Service, to ensure a cohesive flow of goods and information.
  • Contribute to a team-oriented environment, supporting colleagues and collectively working towards operational excellence and customer satisfaction.
  • Coach peers and continuously strive to become a supply chain, end-to-end subject matter expert.
  • Proactively cultivate a culture of continuous improvement by analyzing current processes, identifying areas for enhancement, evaluating feasibility, and leading projects through to successful implementation.

Qualifications:

  • High attention to detail with excellent organizational and time management skills, including the ability to multitask and prioritize, and meet deadlines.
  • Excellent communication skills, both written and verbal.
  • Ability to follow instruction and SOP precisely.
  • Demonstrated experience taking a structured approach to problem-solving, identifying hypotheses, assumptions, risks, and recommendations.
  • Team player and active learner.
  • Talent for building strong, professional relationships.
  • Prior experience in shipping industry or purchasing environment.
  • Strong knowledge of Excel and SAP; able to adapt to new systems.
  • Successful track record working in a high-volume environment.
  • Strong analytical skills, including but not limited to the ability to collect, organize, analyze, trend and report large amounts of information.
  • Regular and reliable attendance is essential.
  • Be innovative to challenge current system and processes.