Operations Executive

Overall Mission

The Operations Executive is responsible for efficient operation of the office by maintaining high-performing systems and a professional, skilled staff. The primary focus is on delivering exceptional and responsible service both to customers and to management, ensuring seamless operations in shipment handling, compliance, and documentation. By fostering an environment of efficiency, professionalism, and customer satisfaction, the Logistics Coordinator contributes to the overall success of the entity and the achievement of organizational goals.

Main Contribution

• Shipment Documentation: Prepare all necessary documentation for export and import shipments, ensuring accuracy and compliance with regulations.

• Customer and Supplier Communication: Maintain clear communication with customers, suppliers, and other offices to coordinate shipments and resolve issues.

• Flight Space Booking & AWB Issuance: Book space with airlines for shipments and issue Air Waybill (AWB) documents.

• Customs Declarations: Ensure the proper declaration of permits for both import and export shipments, in compliance with customs regulations.

• Packaging Coordination: Arrange the necessary packaging materials and items for shipments.

• Pickup and Collection Coordination: Plan and activate pickup schedules with drivers for collection of shipments.

• Customer Quotations: Prepare and send quotations for ad-hoc shipments, ensuring competitive pricing and timely delivery.

• Supplier Costing Requests: Request and obtain costing information from suppliers for ad-hoc shipments.

• Data Logger Management: Download and send data logger information to customers for temperature-sensitive shipments.

• Cost and Document Review: Review all costing and related shipment documents before passing them to Finance for billing.

• Cargo/Customs Submission: Submit completed shipment documents to Cargo and Customs for clearance and delivery processing.

• Packaging and Gel Pack Conditioning: Ensure proper conditioning of packaging materials and gel packs for temperature-sensitive shipments.

• Fridge/Freezer Monitoring: Monitor the conditions of fridges and freezers to ensure proper temperature for sensitive shipments.

• Ad-hoc Deliveries/Pickups: Assist Operations by performing ad-hoc deliveries or pickups as needed.

• Hazmat & DG Licensing: Hold and maintain necessary Hazmat and Dangerous Goods (DG) licenses as required by authorities to handle hazardous shipments.

• Additional Duties: Perform other duties and tasks as required by the department or management.

Organisational Position

Manager's Position General Manager

Location Singapore

Interface

Internal

Singapore Operations team

Courier Drivers

Contract Drivers

External

Delivery Drivers

Service Partners

Customers

Required Skills Profile (experience/ education) Diploma Operations Experience – Pharma Logistics / General Logistics – minimum 3 yr exp 

Language English 

Specific Experience & Knowledge Required

• Class 3 Driving License: Required to operate company vehicles.

• Permit Declaration: Knowledge of declaring permits for shipments.

• Booking & Master Cut: Ability to book space with airlines and cut master bills.

• Computer Skills: Proficient in handling various systems and software.

Interpersonal skills ("Essential")

• Must possess excellent verbal and written communication skills.

• Team player

• “Can do” attitude

• Demonstrated problem solving skills. 

• Ability to manage projects and multi-task 

• Excellent organizational skills

• Must have strong self-motivation and the ability to work and think independently.

• Organization and prioritization skills with strong attention to detail.