【Job Responsibilities】
• Responsible for the department’s trade operations
➢ Follow up on export and third-country trade transactions
➢ Coordinate shipment schedules and delivery arrangements, such as monitoring ETA/ETD and booking status
➢ Liaise with suppliers, customers, forwarders, and internal stakeholders
➢ Monitor payment status, shipping status, and contract execution progress
➢ Prepare and check trade-related documents and shipment records
• Assist in preparing relevant reports and provide support to head office in Japan
➢ Assist the manager in preparing weekly/monthly reports for the head office in Japanese
➢ Prepare support presentation materials, meeting documents, internal approval documents, and business summaries
➢ Organise data using Microsoft Excel and prepare concise reports in both English and Japanese where necessary
➢ Maintain proper records of key communications and keep track of pending matters, approvals, and deadlines
• Responsible for sales contract administration and related documentation
➢ Prepare and manage contractual documents such as Sales Contracts, Purchase Contracts, etc
➢ Keep track of contract signatory progress and internal approval status
➢ Support preliminary review of relevant contracts/agreements in English and Japanese
➢ Highlight commercial, payment, delivery, liability, and documentation points requiring management review
➢ Maintain proper filing of documents
• Handle customer/supplier registrations and KYC
➢ Provide support in customer and supplier registration procedures
➢ Collect required compliance materials such as KYC documents, company profiles, financial information, etc.
➢ Coordinate Orbis or similar company checks and summarise key findings
➢ Prepare internal registration forms and ensure completion up to approval stage
• Conduct market research
➢ Market research on chemical products such as urea, AdBlue related products, fertilisers, etc.
➢ Investigate and prepare customer lists, supplier lists, competitor information, and market intelligence summaries
• Support new business developments both locally and overseas
➢ Develop new business opportunities for current product portfolio
➢ Identify, discuss potential opportunities with the Manager, and look into expanding into possible markets
➢ Assist in preparation of business development materials, meeting notes, and follow-up action lists
• Liaise with group company members and head office teammates
➢ Coordinate with legal, compliance, and internal approval teams where required
➢ Maintain good cooperative relationships with colleagues across different offices
【Required qualifications/skills】
• Minimum Bachelor’s Degree in Business/International Business/Supply Chain/Economics or any related field
• Minimum 3 years of working experience in international trade, import/export operations, logistics, procurement, or supply chain
• Background in chemical industry is an added advantage
• Must possess knowledge of Incoterms
• Preferably possessing experience in export operations, third country trade, contract administration, or customer/supplier registration
• Required languages: Malay, English, and Japanese (JLPT N2 level or equivalent)
• Microsoft Office proficiency in Excel, Word, and PowerPoint
• Willing to travel on business trips when required
• Able to work independently with minimal supervision
• Team player who maintains good working relationships among colleagues
• Detail oriented, logical, and organised person
• Possess communication skills and willing to communicate
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