Kuwait - Operations Executive / Coordinator

Who We Are:

At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organisations.

Role Summary:

Reporting to the Sales Manager, the main responsibility of the role is to coordinate various post order activities including order tracking & logistics for timely deliveries to meet contractual requirement thus ensuring timely execution of all requirements of the job including handling discrepancies and preparing relevant MIS reports.

Contract: Permanent

Location:Kuwait (On-Site)

Key Responsibilities:

• Effective Co-ordination on order acknowledgements: Coordinate with suppliers for obtaining order acknowledgement compliant to our order confirmation. Any discrepancies to be sorted out in co-ordination with sales and suppliers.
• Customer Service excellence: Attend to all Customer queries on order placed, documentation submittals, shipment expected details, thus ensuring customer satisfaction.
• Third Party Inspection: For orders requiring inspection, Job holder will coordinate with nominated Inspection agency, Customer and Supplier, with a view to organise Third Party Inspection of equipment as required by the customer. Once inspection is completed, Job Holder to follow up, ensuring inspection approval / material release note is obtained and shipment is effected in a timely manner.
• Cost Control: Evaluate the operational cost in transportation, negotiate rates with forwarders and look for opportunities to combine shipments from single manufacturer, with a view to minimise costs, ensure rates are in line with workings/budgets.
• Shipping Documentation: Review copies of shipping documentation and revert to Supplier / arrange amendment. Ensure receipt of accurate relevant shipping documentation prior to material arrival, thereby ensuring problem free clearance of material.
• Material delivery Co-ordination: Coordinate between sales engineers, warehouse, and customers, ensuring appropriate delivery arrangements are done, gate pass requirements are completed, resulting in delivery of material as scheduled.
• Invoicing: Generate accurate invoices for all direct orders and follow up on payments with customers to ensure low debtors ageing.
• Banking Documentation: Accurately prepare documents for LC's for customer acceptance and thereafter arrange bank negotiation, thereby avoiding any L/C discrepancies / additional negotiation charges / delays in payments.
• Supplier Payments: Keep track of all Supplier payments, adhering to due dates, ensuring timely payments, thereby avoiding any holds on material from the Supplier.
• Reporting: Landed Costs and Shipment Expediting Status, Final costings (CD) for Direct Orders, thereby providing a review of profits generated for all sales.
• Data Entry: Update Shipment report against all direct orders with a view to keep department abreast of all direct order shipment against contractual deliveries, thus ensuring that no deliveries are delayed/ penalties paid for the same.
• After Sales Co-ordination: Co-ordinate with sales, Customers and Suppliers on after sales issues, enabling timely solution / rectification to the satisfaction of Customers.

The post holder will carry out any other duties as are within the scope and purpose of the job as requested by the Line Manager and ensure full utilization of all ISS systems according to Standard Operating Procedures.

Key Deliverables:

• Customer satisfaction with all queries related to orders placed and expediting of the same.
• Third Party Inspections carried out as per schedule, without any delays due to lack of communication / co-ordination.
• Savings on freight rates due to negotiations with forwarders / combining shipments from single manufacturer.
• Timely shipment clearances / gate pass arrangements / material deliveries to customers as per contractual terms.
• Accurate invoicing to customers in line with agreed payment terms.
• Submission of L/C documentation to customer / timely submission to bank for negotiation.
• Timely supplier payments.
• Timely preparation of landed costs / accurate closure of jobs / update of expediting report.
• Solution to customers after sales queries.

Candidate Requirements:

• Minimum 3-5 years post qualification LOCAL Kuwait experience, in a business environment that involves EPC or Trading services, preferably in the Oil & Gas / Water Industry.
• Bachelor's degree.
• Knowledge of trading business, client base, K-Companies and the logistics and inventory control procedure
• Knowledge of sales cycle and the payment terms / conditions of K Companies.
• Be able to work independently with analytical thinking and be able to manage work processes independently with decision making and problem-solving abilities.
• Excellent communication skills, both interpersonal and professional, in written and oral form.
• Self-motivated, very well organized, proactive and multitasker with team spirit and self-learning ability.
• Proficiency in MS Office applications (word, excel, outlook, power point, etc.).
• Valid Kuwaiti driving license.

You will receive:

A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:

• A place to grow your career - we'll help you set big goals and exceed them.
• Competitive salary package.
• Work with talented, committed, and supportive teammates.
• Value Award celebration events.

Why Inchcape Shipping Services?

We believe in building a diverse and high-performing workforce, that works together to provide our customers with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realise the value of our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.

Our values are at the centre of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective - we connect the world and see the bigger picture.

The Power of People - we rely on the strength of local agent knowledge and relationships.

Progress- we adopt new thinking and push for positive change in our industry.

Inchcape is an Equal Opportunities Employer - equality, diversity, and inclusion are at the heart of everything we do. Working in a diverse society, we recognise that our customers, colleagues, and contractors are central to our success.

Additional Information:

Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location.

To protect the interests of all parties, Inchcape will not accept unsolicited or speculative resumes from recruitment agencies and will not be responsible for any fees associated with them.