Experienced Admin Executive (Construction Industry)

Experienced Admin Executive (Construction Industry)

Preferably Bachelor's Degree in International Logistics/Logistics and Freight Forwarding Management/Import & Export Administration, or a related experience with CIDB COA E-Permit Applications.

Required Experience:

Main: Result-oriented person, possess a good & humble attitude, have an eye for details & always deliver tasks accurately.

Minimum 3-5 years of experience in a similar role with a focus on import/export logistics. Strong understanding & proven experience in import & export logistics compliance & procedures for the construction industry including CIDB Certificate of Approval, CIDB import permit/licenses, incoterm, shipping documentation, customs clearance, demurrage/detention/port charges and liaison with freight forwarding agent.

Secondary: Experience with Import/Export shipment documentation especially CIDB is a plus.

Required Skills:

1. Time Management & Prioritization: Exceptional time management, organizational & multitasking skills, prioritizing urgent and important tasks to meet tight deadlines.
2. An Eye to Detail & Accuracy: Meticulous attention to detail to ensure high level of accuracy and precision in all tasks, ensuring error-free work.
3. Accountability & Ownership of Tasks: This role requires a highly accountable and results-oriented individual who can deliver high-quality work under tight deadlines. The ideal candidate must be well-organized and proactive, capable of prioritizing tasks and meeting deadlines. Additionally, they should be reliable and communicative, able to inform superiors about potential absences and remain accessible for urgent matters during leave to ensure a seamless workflow.
4. Independent & Adaptability: This role demands a highly adaptable individual who can effectively manage shifting priorities and tight deadlines. The ideal candidate should be sensitive to time zone differences and able to proactively adjust their work schedule to minimize disruptions. Additionally, they must be self-motivated and resourceful, capable of working independently or collaborating effectively with a team.
5. Critical Thinking, Analytics & Problem-Solving Skills: Excellent problem-solving skills to address logistical challenges, arrange shipments delivery, resolve issues promptly and identify areas for improvement.
6. Communication Skills & Reporting Skills: Strong written and verbal communication & reporting skills to interact effectively internally & externally.
7. Supplier Relationship Management: Cultivate strong relationships with global suppliers, especially suppliers from India, negotiating favorable demurrage periods and resolving issues promptly.

In this critical role, you will serve as a key point of contact for effectively managing COMPREHENSIVE OFFICE ADMIN & LOGISTICS TASKS to ensure seamless operations and deliver construction materials to our construction projects/clients.

Core Administrative Responsibilities:

1. Regulatory Compliance and Record Management: Maintain accurate and up-to-date records for CIDB Company Portal, Certificate of Registration, as well as CIDB Green Card personnel lists. Ensure timely registration, renewal, and updating of these crucial certifications.
2. Record Management: Maintain accurate and up-to-date company records, including licenses, insurance policies, and CIDB certifications.
3. Facility Management: Oversee office operations, including housekeeping, maintenance, and inventory management.
4. Financial Management: Manage petty cash, courier expenses, and administrative budgets, ensuring proper control mechanisms and procedures.
5. IT Support: Provide basic IT support, such as copier and phone system maintenance.
6. Procurement and Vendor Management: Issue purchase orders, conduct price comparisons, and source reliable suppliers.
7. Quality Assurance: Maintain and update ISO documentation to ensure compliance with relevant standards and facilitate successful audits.

Core Logistics Responsibilities:

1. International Logistics Management: Oversee end-to-end import and export logistics, including customs clearance, documentation, and shipment coordination according to agreed Incoterm.
2. Regulatory Compliance: Ensure strict adherence to JKDM/CIDB/CREAM regulations. Obtaining critical permits and certifications such as CIDB Certificate of Approval, CIDB E-permit application via Dagang Net, other authority permits, and CIDB container inspections.
3. Documentation and Compliance: Prepare and verify accurate shipping and customs documents, including CIPL, K1/K3, BL, AIFTA, and COO. This role requires a detail-oriented individual with a cool, patient and collected demeanor to effectively communicate and collaborate with Indian suppliers, ensuring accuracy in all documentation and resolving challenges that may arise.
4. Shipment Planning and Execution: Plan and execute timely container delivery and return, including delivery to the project site/client site (for stuffing/unstuffing) or to the port (for export).
5. Cost Management: Monitor and control logistics costs, including demurrage, detention, port storage/removal or container damage/cleaning fees. Perform charge back to the relevant party as advised.
6. Supplier and Client Liaison: Foster strong relationships with suppliers, clients, and freight forwarders to facilitate smooth operations and resolve issues promptly.
7. Travel Coordination: Arrange travel logistics for internal teams and visiting delegates.

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Your application will include the following questions:

• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• Which of the following Microsoft Office products are you experienced with?
• How would you rate your English language skills?
• How many years' experience do you have as an Export and Import Executive?
• How much notice are you required to give your current employer?
• How many years' experience do you have as an Office Support Officer?
• Are you willing to undergo a pre-employment background check?