SPARE PARTS IMPORT SPECIALIST

1. JOB PURPOSE

To plan, execute and complete import operations for spare parts, genuine accessories and related products for the brands. To ensure that import processes are carried out in compliance with applicable regulations, on time and cost-effectively, supporting spare parts availability, operational efficiency and continuity of after-sales services.

2. KEY DUTIES AND RESPONSIBILITIES

Import and Procurement Operations

• Manage the end-to-end import process for motorcycle and scooter spare parts, genuine accessories and related products, including purchase orders, shipments, customs clearance, insurance, freight, duties, payments and delivery.
• Communicate with manufacturers and overseas suppliers regarding order confirmations, shipment schedules, delivery lead times, outstanding orders and supply issues.
• Coordinate import orders, delivery dates and procurement priorities with relevant internal departments.
• Evaluate sea, air and road transportation alternatives, select appropriate shipping methods, monitor delivery lead times and take corrective action to mitigate potential delays.
• Support the timely supply of critical spare parts, service requirements and priority orders.
• Follow up on incomplete, damaged, incorrect or defective deliveries and coordinate corrective actions with suppliers and logistics providers.
• Verify the consistency of import orders with supplier confirmations, shipping documents and actual deliveries.
• Analyze supply disruptions and evaluate alternative shipping and resolution options.

Customs Clearance and Regulatory Compliance

• Verify the accuracy and completeness of commercial invoices, packing lists, transport documents, certificates of origin and other international trade documentation.
• Monitor the technical conformity documents, certificates, permits and other import documentation required for the relevant products in accordance with applicable legislation.
• Coordinate with customs brokers to ensure accurate and timely customs clearance.
• Coordinate with relevant specialists and authorities on customs tariff classification, customs duties, additional financial obligations and other import-related regulatory requirements.
• Monitor changes in foreign trade, customs, product safety and technical compliance regulations to ensure that import operations comply with applicable legislation and company procedures.
• Report identified regulatory, documentation and operational risks to the After-Sales Services Manager.
• Ensure that import documentation and customs records are properly maintained, complete and available for audit purposes.

Logistics and Cost Management

• Verify freight, insurance, customs clearance, warehousing and other import-related expenses, including the accuracy of relevant invoices and expense records.
• Monitor import costs by product and shipment, prepare cost analyses and identify cost-saving opportunities.
• Apply relevant INCOTERMS rules, transportation and insurance conditions, and contractual requirements to mitigate operational risks.
• Monitor delivery lead times and the operational performance of logistics providers, coordinating improvement actions where necessary.
• Support the execution of import operations in line with budget and cost targets.
• Analyze changes in import costs, freight rates and other expenses and report significant variances to the relevant manager.

Systems, Reporting and Internal Coordination

• Ensure accurate and timely processing of import orders, goods receipt transactions, invoice records and operational data in SAP or the relevant ERP system.
• Prepare regular reports on order status, shipment schedules, delivery lead times, import costs and outstanding orders.
• Work in coordination with the Spare Parts Manager, sharing information on parts requirements, order priorities, stock shortage risks and procurement lead times.
• Coordinate with Technical Service, Warranty, Warehouse and Logistics, Finance and other relevant departments to support efficient import operations.
• Ensure traceability of import transactions, proper documentation and compliance with internal control requirements.
• Recommend process improvements to increase efficiency, reduce operational errors and strengthen cost control.
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3. QUALIFICATIONS AND COMPETENCIES

• Bachelor's degree in Logistics, Foreign Trade, International Trade, Business Administration or a related field is preferred.
• At least 3 years of experience in import operations, preferably in the motorcycle, automotive or spare parts industry.
• Good knowledge of import procedures, customs clearance, international transportation and foreign trade regulations.
• Sound knowledge of INCOTERMS, international trade documentation, customs tariff classification and import cost calculations.
• Knowledge of product safety requirements, technical regulations and conformity documentation.
• Good to advanced written and spoken English communication skills.
• Proficiency in SAP or similar ERP systems and Microsoft Office applications.
• Strong analytical thinking, problem-solving, planning, organizational and follow-up skills.
• Effective communication and coordination skills when working with overseas suppliers and internal stakeholders.
• Detail-oriented, results-driven and solution-oriented approach.
• Strong teamwork and follow-up skills.