Overseas Coordinator

Import Coordination & Document Handling

• Coordinate with ActionCity Singapore and overseas suppliers regarding shipment schedules and delivery plans.
• Receive and verify all import-related documents: Invoice, Packing List, Bill of Lading, Form E, C/O, and related customs papers.
• Communicate with customs brokers, forwarders, and logistics providers to ensure timely clearance and delivery.
• Check shipment accuracy (item code, quantity, and value) before handover to the warehouse.
• Track inbound shipments and report daily/weekly status updates to management.
• Handle the preparation and submission of TISI documents and coordinate with relevant authorities or agencies to ensure compliance with Thai import regulations.

Administrative Support

• Maintain purchase and shipment records in company databases and shared folders.
• Prepare summary reports for incoming goods, shipment status, and customs clearance progress.
• Coordinate with Finance on payment schedules and import documentation for accounting purposes.
• Assist in translation of product descriptions or supplier communication (Chinese ⇄ English/Thai).
• Provide administrative support to the Assistant to General Manager (Thailand) and Singapore Regional Purchasing Team.

Communication & Liaison

• Communicate regularly with suppliers and the regional team in Chinese and English to clarify shipment details or document issues.
• Coordinate internally with warehouse and retail teams for incoming deliveries and inventory updates.
• Follow up on delayed shipments, document corrections, or issues raised by customs or authorities.
• Ensure smooth collaboration between Thailand operations and Singapore headquarters.
• Support communication with vendors and regulatory bodies for product compliance and documentation (including TISI-related cases).

Qualifications:

• Education: Bachelor's degree in Chinese, International Business, Logistics, or related fields.

• Experience:

• 1–3 years of experience in administration, import/export coordination, or logistics support.

• Experience with government documentation (e.g., TISI filing, customs paperwork, import licensing) is an advantage.

• Technical & Digital Skills:

• Familiarity with AI productivity tools (e.g., ChatGPT, Notion AI, Gemini, or other workflow automation tools).

• Proficient in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
• Basic knowledge of import/shipping documentation and customs procedures.
• Strong attention to detail, accuracy, and systematic follow-up.

• Soft Skills:

• Responsible, disciplined, and proactive in coordination.

• Strong communication and interpersonal skills.
• Able to handle time-sensitive issues and work well under pressure.
• Organized, reliable, and adaptable to cross-functional teamwork.

• Work Conditions

• Work at ActionCity Thailand Head Office, Bangkok.

• Flexible working hours and days, depending on shipment schedules.
• Must be available for urgent coordination after hours or on weekends during shipment or event periods.
• Reports directly to: Assistant to General Manager (Thailand)
• Coordinates with: ActionCity Singapore Regional Purchasing Team

• Language:

• Chinese (Mandarin): Fluent - required for daily communication with suppliers and regional teams.

• English: Basic to Intermediate for coordination and reporting.
• Thai: Native for internal and external communication.