Order Follow-up Clerk / Merchandiser

Job Description

Follow-up clerk is mainly responsible for monitoring production progress, coordinating suppliers and logistics, and ensuring that orders can be delivered on time according to the required quality and delivery period (Lead Time) by customers. You are the most critical communication node between business, factory and customers.

Main Responsibilities (Key Responsibilities)

1. Order execution and production follow-up

• After receiving a business order, place a purchase order or production order to the factory/supplier.

• Regularly track production line progress, promptly identify and solve problems that may cause delayed delivery.

• Coordinate the sampling process to ensure that the samples meet the customer's requirements and receive confirmation.

2. Suppliers and materials management

• Monitor raw material delivery status to avoid production shutdown due to shortage of raw materials.

• Maintain good communication with suppliers, evaluate their supply capabilities and delivery accuracy.

• Assist in verifying supplier invoices and purchase unit prices.

3. Quality control and inspection scheduling

• Arrange QC (quality control) personnel to enter the site for goods inspection or assist in collecting quality inspection reports.

• Handling production management abnormalities and negotiating solutions with the technical department.

4. Shipping and logistics coordination

• Responsible for preparing export customs clearance documents (such as: Invoice, Packing List).

• Contact the freight forwarder (Forwarder) to book a container, confirm the sailing date or air transportation arrangements.

• Track goods in transit and provide timely feedback on logistics progress to business or customers.

Job Requirements (Requirements)

• Education: High school or college degree, international trade, logistics management or supply chain related professional is preferred.

• Experience: More than 1 year of follow-up or factory administrative experience (familiar with specific industry production processes, such as clothing, electronics, hardware, etc., is preferred).

• Skills:

  • FamiliarityERP System Operations and Office（Excel/Word）.

  • Basic English reading and writing skills (need to handle English orders, emails or shipping documents).

  • Understand basic trade terms (such as: Incoterms 2020: FOB, CIF, etc.)

• Characteristics: * Strong communication and coordination skills: Need to maintain a balance between the factory (pushing for delivery) and the customer (explaining delays).

  • Carefulness and organization: Can handle multiple orders at the same time without errors.

  • Crisis management skills: Calmly find alternative solutions when faced with sudden shutdown or logistics delays.

Core performance indicators (KPIs)

1. On-Time Delivery: Actual delivery date compared to the contract delivery date.

2. Sample pass rate: The proportion of first samples or large-scale goods that pass customer review on the first try.

3. File accuracy: Number of errors in customs declarations and shipping documents (should be close to zero).

4. Timeliness of problem feedback: When an abnormality occurs, whether to notify the relevant department and propose a contingency plan in the first time.