Logistics & Warehouse Executive

Main Purpose of Role

The achievement of the highest possible level of Operations efficiency, reporting, accelerate the sharing of best practices  and culture of continuous improvement, in the operating company in line with the overall strategy and policies of Spirax-Sarco Engineering plc.

Core Responsibilities and Duties

The Logistics Executive works under the supervision of the Operations Manager. The key roles of this position include supporting the Operation team in areas of sales order management; logistics planning, organizing, and arrangement for warehouse activities of inbound and outbound; including all related activities.

Sales Order Management (System & Documentation)

• Responsible for monitoring of all customers open orders including backlogs, on hold, credit hold, partial delivery, down payment, etc. Ensure inventory cater for customer orders are delivered in short time frame as per SXS requirement
• Verify customer PO received against quotation prior to releasing the sales orders
• Check against customer credit limit/overdue and released or notify the sales/sales support and Finance Department accordingly
• Generate inventory pick list and Delivery Note especially for partial deliveries and project orders
• Complete upload of related information in company system
• Attend to customers request for all related documents or information required and coordinate internally to provide prompt feedback. (e.g. Packing list, Delivery Note)
• Process stock conversion / product assembly on ad hoc basis upon request by Sales Support or Sales Engineer
• Coordinate with Senior Executive Operations & Planning on arranging work order once goods available monitor and follow up on work order from warehouse or sub-contractor.
• Ensure the expediting of subcontractor process mainly outgoing and incoming of processed products including liaison with sales team/sub-contractor to keep you updated on the work progress for completion of job/installation
• Generate Transfer Order and perform stock transfer process for branches
• Update and upload order acknowledgement into system to reflect accurate estimate ETA date for the order to be fulfilled
• Check and coordinate with finance to ensure all cash sales products are invoiced immediately upon shipment processed
• Arrange and coordinate with crate packing supplier on cost involve, feedback to customer/salesperson for quote and monitor on time delivery from supplier.
• To ensure all suppliers packing list are updated into system to reflect accurate estimate ETD/ETA date for the order to be fulfilled
• Order follow up and expeditor
• Coordinate supplier returns for any PLM triggered request by operation team or service team
• Maintain all records (Hardcopy & Softcopy) for easy reference
• Team player to coordinate with sales, warehouse and sales support team
• Coordinate weekly operation and sales backlog meeting and ensure forecast for monthly billing
• Timely submission of all related Reporting's
• Coordinate in stock take activities
• To attend to internal & external enquiries and correspondence
• Assist on the requirement for Operation Department on the Quality Management System (QMS) (ISO 9001) documentation on ISO and ensure ongoing compliance with the relevant standard(s)

Logistics Coordination

• Responsible for monitoring of all shipments inbound and outbound to ensure on time delivery performance.
• Communicate with forwarding agents or transporters on freight cost to achieve profitable deals and mutual satisfaction
• Process shipments by verifying destination, route, rates, delivery times, documentation and confirm forwarding agents / transporters
• To prepare accurately all shipping documents and apply necessary certificates from relevant authorities including to confirm HS code declaration with forwarding agents for custom clearance. Ensure to compile all completed declaration documents and keep it in order
• Correspond with customers, sales team, sales support representative regarding availability, shipment date and method, shipment tracking data and shipment current status
• To be responsible to provide the shipping documents and shipping details to update delivery status to customers if required
• To work closely with warehouse department for timely logistics arrangement
• Ensure the quality and accuracy of inbound and outbound shipping documentation are completed and maintained at all the times
• Compile and address feedbacks / issues and concerns raised by team members or customers relating to logistics or incorrect delivery. Especially raise through Customer Feedback Form (CFF) and Corrective Action Requests (CAR)
• Timely provide Forwarding Analysis report

Warehouse Management

• Generate requisition for warehouse consumables.
• Maintain the warehouse tidy and clear packing material.
• Ensure quality control of goods.
• Ensure environmental, health, and safety.
• Ensure stock location accuracy with the system and physically labelled
• Record and report any damaged, missing, or faulty goods and labelled
• Sign delivery form and move goods to correct warehouse area.
• Check goods already picked by storekeeper or product assembly specialist.
• Keep records of goods picked.
• Prepare despatch notes and labels.
• Where needed, load and unload goods

Quality Management System (QMS) (ISO 9001: 2015)

• Ensure the requirement for Operation Department on the Quality Management System (QMS) (ISO 9001) documentation on ISO and ensure ongoing compliance with the relevant standard(s)
• Ensure the quality manual, procedures and forms maintained in all level
• Collaborate for improvement where applicable

OTHER JOB RELATED INFORMATION

• Willing to positively align with the company core values, purpose and growth plan
• Provide support to other team members during absent
• Ad hoc support front desk administrator when needed
• The job role may include other reasonable duties/tasks assigned directed by the management that align with the evolution of business strategies