Logistics & Customer Service Administrator

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Job description

JOB SUMMARY/OVERVIEW:

• This position handles logistics and customer service from start to finish and plays a key role in providing support and high-quality service to the outside vendors, customers, and other departments within the company.

• Monitor the progress of orders and shipments and take timely actions through the whole process of business to ensure on-time delivery and excellent customer support. Provide high-quality service to both vendors/suppliers and customers for full satisfaction.

• Inventory management and distribution

• Support the sales managers whenever needed. Collaborate with cross-functional personnel, including people in other Mitsubishi Corporation group companies, to ensure smooth business operation.

• This position also requires extensive knowledge of regulatory and compliance, especially in the pharmaceutical and cosmetics business. Liaison between the various parties to ensure on-time delivery and full compliance with the regulations. Provide accurate instructions and information to the customs broker, freight forwarder for FDA and EPA clearance.

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Develop work schedules for all the orders, shipments, and projects in cooperation with sales managers. Coordinate and monitor communication and work between team members within the Department to ensure timely completion of each task.

• Communicate with vendors/customers and freight forwarders to troubleshoot problems and make sure the orders/shipments or projects remain on schedule.

• Negotiate with freight forwarders for a better cost to ensure cost competency.

• Provide timely support to the sales managers by providing various reports/spreadsheets when requested.

• Order processing from start to finish (from order entry into SAP system to billing/payment). Regular checks and reconciliations, making reports of business transactions to upper management whenever required to do so. Timely input and invoice for all the assigned business accounts.

• Responsible for the transportation/logistics and import/export for key account customers by coordinating with customs brokers for import/export procedures - arranging insurance, filing ISF, preparing shipping documents, calculating import duty, checking HS code, confirming pricing, and other legal compliance, etc.

• Responsible for timely and accurate instructions/details to customs brokers to ensure compliance with import/export regulations including requirements from FDA and EPA.

• Coordinate and negotiate with freight companies to arrange timely pickup from vendors or our warehouses and inland transportation to ensure on-schedule delivery to customers.

• Monitor vendors/customers' credit limits, check pricing on all the sales & purchase orders and ensure timely payments of the accounts by effectively communicating with team members and other departments such as credit/accounting departments.

• Manage inventory, arrange pick-up and replenishment by closely working with the sales managers • Work closely with insurance companies to resolve claims of damaged/lost/misplaced goods.

• Collaborate with cross-functional personnel, including people in other Mitsubishi Corporation group companies, to ensure smooth business operation across the company and group.

• Be self-responsible and motivated to establish standard work procedures and ensure overall compliance in the job assignment.

• Train, coach, and mentor new hires on the areas of expertise.

• Back up other logistics & customer service personnel when necessary

REQUIREMENTS:

ESSENTIAL:

- Minimum 5 years of experience with import logistics and domestic delivery

- Minimum 1-3 years of customer service

- Advance and broad knowledge of Incoterms

- College degree or equivalent experience

- Good oral and written communication with a strong emphasis on follow-up and organizational capabilities

- Able to multitask, work well with others, be self-directed and prioritize efficiently

- Experience with using SAP or similar accounting systems

- Advance knowledge and skills with Microsoft Office (Excel, Word, PowerPoint, etc.)

PREFERRED:

- Experience with import logistics and domestic delivery for pharmaceutical and cosmetic ingredients/products

- Experience with export business

- Thorough knowledge of products and regulations related to FDA and EPA

- Experience and knowledge on hazardous materials (HAZMAT)