Administration and Logistics Coordinator

2) Administration & Logistics

Position Title: Administration and Logistics Coordinator
Employment Type: Either Part-time or Full-time

Position Summary
Simple book keeping and documentation(Invoice, Packing List, Balance statement)
Responsible for placing purchase orders to HQ
handling import and inbound logistics, and managing warehouse inventory including receiving, stocking, and outbound shipments.
This role supports accurate inventory records and on-time delivery to customers and dealers.
Key Responsibilities
Purchasing & Import Coordination
Prepare and issue purchase orders (POs) to HQ and external suppliers based on stock levels and sales forecasts
Track order status and delivery schedules with suppliers and freight forwarders
Collect and check shipping documents (PI, invoice, packing list, B/L, etc.)
Coordinate with customs broker/forwarder for import clearance and delivery to warehouse
Receiving & Inventory Management
Coordinate inbound shipments and receiving activities at the warehouse
Verify quantities, product codes, serial numbers, and condition upon arrival
Record receiving data accurately in the ERP/inventory system
Maintain proper storage, location assignment, and labeling in the warehouse
Outbound & Stock Control
Process outbound orders based on internal shipping instructions and dealer/customer orders
Prepare pick lists, packing lists, and shipping labels; coordinate with carriers/couriers
Monitor inventory levels and generate regular inventory reports (month-end, cycle counts, etc.)
Support regular physical inventory counts and investigate variances between system and actual stock
Reporting & Process Support
Maintain up-to-date records of stock levels, incoming shipments, and outbound deliveries
Assist in improving inventory accuracy, warehouse layout, and process standardization
Provide basic logistics and inventory data to sales and management when required
Qualifications
Required
Entry-level or up to 1–2 years of experience in administration, logistics, import, warehouse, or inventory control (internships included)
Basic understanding of import logistics and documentation is an advantage, but not mandatory
Proficient in MS Excel (basic formulas, data entry, simple reporting)
Strong numerical accuracy and attention to detail

Preferred
Experience with ERP or inventory management systems
Experience in medical/dental devices, industrial equipment, or B2B distribution
Basic knowledge of Incoterms, international shipping, and customs processes
Personal Competencies
Detail-oriented and reliable in data entry and record-keeping
Organized, with a strong sense of ownership for tasks and deadlines
Comfortable with both desk work (system input, reporting) and warehouse-related coordination
Team player with clear and simple communication style