Shipping Coordinator

Rotork is a market-leading global provider of mission-critical flow control and instrumentation solutions. Customers rely on Rotork for innovative, high quality and dependable solutions for managing the flow of liquids, gases and powders. Rotork helps customers around the world to improve efficiency, reduce emissions, minimise their environmental impact and assure safety. Job DescriptionKey Responsibilities and Expectations: -Customer collection from Rotork Singapore. Customer Service (CS) Engineer will notify once the goods are received in our warehouse. Verify the customer's payment terms. If necessary, issue a Proforma Invoice (PI) to the customer for payment within 1 day.

Follow up closely on the customer’s payment and provide updates to the finance department. Once the payment is cleared, the CS Engineer will issue the Pick List (PL). Check that the goods received in AX match the customer’s purchase order in terms of quantity, model, and price. If there are discrepancies, inform the CS Engineer of the correction. Inform/confirm with the customer when they will collect the goods. Prepare the Delivery Note (DN) with weight and dimension details for local customer collection, and a Shipping Invoice (SIPL) with HS Code for overseas customers.

Retrieve the correct goods from the warehouse. Seek assistance from warehouse technicians if a forklift is needed. Ensure the packages are in good condition. Take pictures of the packages and the goods inside if requested by the customer. Coordinate with the customer’s nominated forwarders or courier services, release the goods to them, and ensure that the necessary documents are attached and signed upon collection. Depending on the sales contract, we may have to deliver the goods to the customer's address.

Generate a tax invoice for the customer as soon as the goods are released and copy it to the line manager and finance. Issue any necessary documents mentioned in the customer’s purchase orders, such as the Certificate of Origin, Quality Compliance, Warranty, etc. It may be necessary to obtain the Certificate of Origin from the Chamber of Commerce. Ensure all the necessary documents are filed in our SharePoint example: PI, DN, SIPL, and tax invoice. Follow the established naming conventions for filing. Customer collection from Rotork factories.

The factory will inform us and provide a packing list once the goods are ready for the customer’s self-collection from the factory. Verify that the packing list from the factory matches our purchase order regarding quantity and model. Note that some packing lists may include goods that are only partially ready. Notify the customer that their goods (either partial or full) are ready for self-collection from the factory. Verify the customer's payment terms. If necessary, issue a Proforma Invoice (PI) to the customer for payment within a day.

Follow up closely on the customer's payment and provide updates to the finance department. Once payment is cleared, provide the packing information to the customer so they can determine the mode of transport (SEA, AIR, or Courier) to be used. Check that the goods recorded in AX correspond with the customer’s purchase order in terms of quantity, model, and price. If discrepancies are found, inform the Customer Service Engineer for corrections. Coordinate with both the nominated forwarder and the factory shipping department to ensure the smooth collection of goods.

Provide all necessary documents, including the factory packing list and shipping invoice. Generate a tax invoice for the customer within 1 day upon goods release and send a copy to the line manager and the finance department. Provide any required documents stated in the customer's purchase orders, such as Certificates of Origin, Quality Compliance, Warranty, etc. Ensure that all relevant documents (PI, Delivery Note (DN), Shipping Invoice, and Tax Invoice) are filed in our SharePoint, following the established naming conventions. Collection of Goods from Factory to Rotork Singapore:

The factory will notify us and provide a packing list once the goods are ready for our collection. Verify that the packing list from the factory aligns with our purchase order in terms of quantity and model. Be aware that some packing lists may include only partially ready goods. Check the mode of transport specified by the Customer Service Engineer in AX and ensure it complies with the Rotork Integrated Logistics Strategy. Liaise with the Rotork Global Logistics partner and the factory shipping department to facilitate the delivery of goods to Rotork Singapore.

Track the shipments and provide updates on the estimated arrival date. Qualifications**Essential: ** - A diploma in any discipline. - Proficiency in Microsoft Office; experience with ERP/consigning systems and methodologies is preferred. - Previous experience in shipping, import and export operations. - Understanding of the commercial aspects of export and import procedures. **Desirable: ** - Experience with imports, letters of credit, or international finance is beneficial but not mandatory. **Personal Specification: ** ***Essential: ** - Excellent communication skills and a well-organised approach with strong attention to detail. - Ability to work effectively under pressure in a busy work environment.

- Punctuality at work and during breaks, as timely coordination is critical for forwarders. - Capability to collaborate with various departments to resolve shipping complications. - Willingness to cover responsibilities when a shipping colleague is on leave. Additional InformationPeople and CultureDemonstrated behaviours aligned with Rotork values by fostering a culture of integrity, collaboration, and accountability within the Customer Service team. Acted as a role model in daily interactions, decision-making, and conflict resolution. Actively contributed to people and culture initiatives, including participating in employee engagement activities and promoting a positive, inclusive team environment. Encouraged team involvement in wellness and diversity programs.

Committed to continuous learning and development by completing all compulsory training on time and seeking additional opportunities to enhance leadership and customer service skills. Supported team members in their own development journeys through coaching and training recommendations. Worked effectively within a matrix structure, building strong cross-functional relationships with internal stakeholders across departments and regions. Maintained open communication and collaboration to ensure alignment on shared goals and customer satisfaction.