Logistics Specialist

Responsibilities / Tasks

• Plan and execute international shipments (air, sea, courier) in line with PO and GEA’s internal SOPs.
• Prepare and verify shipping and customs documentation (commercial invoice, packing list, HS codes, C/O, BL/AWB, insurance, permits, certifications).
• Coordinate with brokers/3PLs and execute import/export shipping processes, including preparing and completing all required shipping and customs documents with the necessary accuracy and quality to ensure full compliance with current legislation.
• Track shipments end to end, proactively resolve delays, and communicate ETA and risks to stakeholders (Sales, Projects, Service, Customers).
• Manage inbound/outbound flows to/from warehouses and project sites; schedule deliveries and arrange local transportation.
• Oversee picking/packing, labeling, and kitting for projects and service orders; enforce packaging quality to protect equipment.
• Select and coordinate freight forwarders, carriers, customs brokers, and 3PLs; evaluate performance (on-time, damage rate, service quality).
• Obtain and compare quotes, negotiate rates, and control logistics costs while meeting service level agreements.
• Validate and make payment for logistics invoices against contracts, accruals, and actual services delivered; resolve billing discrepancies.
• Maintain shipment data, delivery notes, and inventory transactions in ERP (e.g., Axapta); ensure master data accuracy (materials, HS codes, dimensions).
• Ensure compliance with local laws and GEA policies (trade compliance, sanctions/embargoes, export controls, product certifications).
• Implement safe handling for heavy/oversized machinery and sensitive goods when relevant; coordinate insurance and claims for damages.
• Maintain SOPs, WI, and risk registers; lead/assist in logistics audits and corrective actions.
• Partner with Sales, Project Management, Service, Procurement, Finance to align delivery plans with project milestones.
• Support customer communication on delivery schedules, documentation and site readiness.
• Contribute to tender inputs (freight estimates, delivery schedules, import costs) and post-project lessons learned.
• Analyze logistics and customs data (e.g., shipment lead times, customs clearance performance, transportation costs, carrier performance) to identify trends, risks, and improvement opportunities.

Your Profile / Qualifications

• Bachelor’s degree in Logistics, Supply Chain, International Business, or related field.
• Minimum 5 years of experience in logistics, import/export, or supply chain roles (preferably in industrial, manufacturing, or engineering companies).
• Strong understanding of international shipping practices and Incoterms.
• Experience working with customs brokers, 3PL/4PL logistics partners.
• Good knowledge of Legal framework for export–import rights of FDI enterprises according to Law on Investment, Law on Commerce and related guiding documents.
• Good knowledge of inspection policies in Vietnam’s customs procedures require certain categories of goods before customs clearance.
• Good knowledge of the laws, decrees, circulars, and related guiding documents related to customs procedures.
• Experience in customs regulations & procedures for machinery (Chapter 84), valves, pumps and related spare parts.
• Strong communication, coordination, and problem-solving skills.
• Ability to manage multiple shipments and deadlines simultaneously.
• Good English skills (reading shipping documents, communicating with international suppliers).
• Attention to detail and high level of accuracy in documentation.

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