Assistant Manager – Procurement & Logistics

Job Scope & Job Description

The Assistant Manager – Procurement & Logistics will support the setup and daily operation of the procurement function in China. This role is responsible for handling both procurement follow-up and logistics coordination, including supplier/factory expediting, shipment planning, freight forwarder coordination, customs documentation, and delivery tracking to ensure materials are purchased, shipped, cleared, and delivered on time.

The ideal candidate should have strong practical knowledge of logistics and shipment handling, preferably with previous experience working for or closely with a freight forwarder and should also understand the procurement process from purchase order issuance through delivery completion.

Responsibilities

• Manage procurement follow-up activities in China, including supplier communication, purchase order status tracking, production progress updates, and delivery commitment follow-up.

• Visit factories or supplier premises when required to push production, expedite delivery, verify readiness of goods, and resolve urgent delivery issues.

• Coordinate with freight forwarders, shipping agents, suppliers, and internal project/procurement teams for all import and export shipments.

• Review and verify shipping documents, including commercial invoice, packing list, bill of lading, certificate of origin, delivery note, purchase order, and customs clearance documents.

• Ensure shipments are arranged according to project delivery requirements, Incoterms, customs regulations, and company procedures.

• Track ETD, ETA, vessel/flight schedule, customs clearance status, warehouse arrival, and final delivery to site or project location.

• Identify delays in production, shipment, customs clearance, or delivery and escalate risks with recommended recovery actions.

• Maintain procurement and logistics trackers covering PO status, supplier delivery date, shipment status, shipment cost, and pending issues.

• Support supplier negotiation and coordination on delivery schedule, packing requirements, documentation, and logistics arrangements.

• Prepare regular procurement and logistics status reports for management review and project updates.

Key Skills Required

• Strong knowledge of logistics, freight forwarding, shipment handling, customs clearance, import/export procedures, and port-to-destination delivery coordination.

• Previous experience working under a freight forwarder, shipping company, logistics provider, or in a similar shipment coordination role is highly preferred.

• Good understanding of procurement processes, including purchase requisition, purchase order, supplier follow-up, delivery expediting, and supplier performance monitoring.

• Ability to communicate and coordinate effectively with suppliers, factories, freight forwarders, customs brokers, warehouse teams, procurement teams, and project/site teams.

• Good knowledge of Incoterms, shipping documents, customs requirements, packing requirements, and shipment cost tracking.

• Strong follow-up and expediting skills, with the ability to visit factories and push suppliers for urgent delivery when required.

• Good negotiation, problem-solving, coordination, and reporting skills.

• Good computer skills, especially Microsoft Excel, Word, Outlook, and procurement/logistics tracking systems.

• Ability to work under pressure and manage urgent shipment or delivery issues independently.

Preferred Candidate Profile

• Bachelor's degree or diploma in Supply Chain, Logistics, Procurement, Business Administration, International Trade, or a related field.

• Minimum 5 years of relevant experience in procurement, logistics, freight forwarding, shipping, supply chain, or factory delivery coordination.

• Experience working in China or dealing directly with China-based factories, suppliers, and logistics providers is preferred.

• Hands-on experience in shipment coordination, customs documentation, delivery expediting, and supplier/factory follow-up.

• Ability to communicate in English and Chinese is preferred to support supplier and factory coordination in China.

Purpose of the Role

This role is intended to strengthen the procurement team in China by appointing a person who can handle both procurement follow-up and logistics coordination. The person should be able to manage suppliers, push factories for delivery, coordinate shipments with freight forwarders, and ensure materials are delivered on time to support project and company requirements.