Job description for Import and Order Management Spesialist at PT MEISHANG KOSMETIK INDONESIA
Job Summary
We are looking for a detail-oriented Import & Order Management Specialist to coordinate import customs clearance, transportation arrangements, and daily order fulfillment. This role will work closely with customs brokers, freight forwarders, trucking vendors, warehouses, finance, and sales teams to ensure shipments and orders are processed accurately and on time.
Key Responsibilities
1. Import Documentation & Customs Clearance
- Prepare, check, and coordinate import and customs clearance documents, including commercial invoices, packing lists, bills of lading / air waybills, and supporting permits.
- Coordinate with customs brokers / PPJK and freight forwarders on PIB submission, customs clearance, inspections, and cargo release.
- Follow up on customs queries, document corrections, and other customs-related procedures.
- Coordinate with relevant internal teams to ensure required product and import documents are ready before shipment arrival.
- Track shipment status and promptly escalate clearance delays, document discrepancies, or potential additional charges.
- Maintain complete and organized shipment and customs records.
2. Transportation & Delivery Coordination
- Book trucks and arrange cargo pickup from ports, airports, or designated locations.
- Coordinate delivery schedules with trucking vendors and warehouses.
- Follow up on cargo release, container pickup and return, unloading, and proof of delivery.
- Monitor transportation costs and help minimize storage, demurrage, and detention charges.
- Resolve delivery delays, shortages, and damages with the relevant parties.
3. Order Management
- Receive, check, and process customer purchase orders in the ERP system.
- Verify product details, quantities, prices, stock availability, and required approvals before processing.
- Coordinate with sales, finance, and warehouse teams on order release, picking, packing, delivery, and invoicing.
- Monitor outstanding orders, partial deliveries, and backorders, and communicate fulfillment updates.
- Follow up on delivery documents, customer receipt confirmations, returns, and order discrepancies.
- Keep order records accurate and prepare regular order status reports.
4. Reporting & Cost Control
- Maintain shipment, customs clearance, transportation, and order tracking reports.
- Check invoices from customs brokers, freight forwarders, and trucking vendors against quotations and supporting documents.
- Coordinate payment requests with finance and flag unexpected charges.
- Suggest practical improvements to reduce delays, errors, and logistics costs.
Requirements
- Diploma or bachelor’s degree in Logistics, Supply Chain, International Trade, Business Administration, or a related field.
- At least 2 years of hands-on experience in import operations, customs clearance coordination, or logistics administration.
- Familiarity with Indonesian import documentation, PIB, and working with PPJK / customs brokers.
- Experience arranging trucks, coordinating warehouse deliveries, and handling customer orders.
- Proficient in Microsoft Excel; experience using an ERP system is preferred.
- Strong attention to detail, follow-up skills, and ability to manage multiple deadlines.
- Fluent in Bahasa Indonesia and able to communicate in English.
- Experience in cosmetics, beauty, or FMCG imports is preferred.
- Familiarity with BPOM-related import documentation is an advantage.
- Willing to visit ports, customs offices, or warehouses when required.
