Fulfilment Executive

The Fulfilment Executive manages end-to-end order processing, logistics, and documentation for local dealers and international dealers to ensure efficient fulfilment and compliance. This role serves as the primary point of contact for order placement, collaborates with warehouse and external partners, and handles customs and certification requirements to support timely deliveries and customer satisfaction. Key Responsibilities1. Order Processing and Customer LiaisonPrepare and issue quotations, sales orders, and invoices, including partial invoices for special cases like Elite Matrix (Amazon) consignments. Issue sales orders for final confirmation and coordinate with Warehouse to verify stock availability.Handle ad-hoc quotations and sales order requests, addressing outstanding orders for HQ and KL Van Sales.2. Warehouse Collaboration and Stock CoordinationCollaborate with the warehouse team on packing progress, adjustments to items or cargo based on customer input, and completion dates.Align stock levels with fulfilment schedules through regular coordination with the inventory team.Verify order accuracy, resolve minor fulfilment issues and escalate complex problems to the Assistant Distribution Manager.3. Logistics and Shipping ArrangementsSchedule and liaise with couriers, forwarding services, own lorries or customer pickups based on confirmed pricing and packing progress.Obtain quotations from courier and forwarding services, secure customer approval for costs, and arrange bookings and pickups.Serve as the point of contact for logistics providers, including providing containers, haulage, and seal numbers for recording and updates.Manage special logistics for local and international dealers, such as customer pickups or forwarding for sea shipments.Track shipments and resolve delays, ensuring alignment with customer expectations.4. Documentation Preparation and ManagementPrepare accurate packing lists, commercial invoices, and cross-check items for all shipments, including sea orders.Issue SST certifications for factories to bill before cargo release to forwarding or courier services.Maintain an organized filing system of hardcopy and digital documents, including delivery orders, invoices, and master lists.Handle basic data entry for fulfilment records and generate simple reports on order status.5. Compliance and Customs ClearancePrepare necessary customs documents, including Form K2, Bill of Lading (BL), HS Codes, and MSDS/SDS for clearance.Provide MSDS/SDS documentation in required languages (e.g., Chinese for China Form E) for customs.Assist customers with customs clearance by preparing and cross-checking required documents.Ensure adherence to regulatory standards, track basic KPIs like order accuracy and cycle times, and report trends.Support operational improvements to enhance safety, efficiency, and compliance in fulfilment processes.6. Certifications and Special HandlingApply for Cost Analysis via MITI website, requesting and sorting factory documents, submitting applications, and monitoring queries.Apply for Certificate of Origin (CO) via MITI or MICCI, submitting documents like confirmed K2, BL, final invoices, and packing lists.Handle special CO processes, such as physical stamping for China Form E and Egypt (including Ministry of Foreign Affairs, Egyptian Embassy, and CargoX submission). Monitor CO applications, respond to MITI or authority queries promptly, and file physical documents.Manage re-applications for Egypt Cost Analysis and ensure courier of original documents to agents or customers.