Commercial Operations & Import Coordinator

About the Opportunity

We are establishing a specialist industrial-lubricant company in Indonesia, supported by an experienced manufacturing and technical organization in China.

As one of the founding team members, you will help build the operating backbone of the business. You will connect customer orders with headquarters purchasing, international shipping, customs clearance, local warehousing, inventory, delivery, invoicing and payment administration.

This is not a conventional administrative position. It is a hands-on commercial operations role with real responsibility and visibility.

You will work closely with management, sales, customers, headquarters, freight forwarders, customs brokers and warehouse partners. We are looking for someone who enjoys keeping things moving, solving problems and creating order in a fast-developing business.

Position Purpose

The Commercial Operations & Import Coordinator will manage and coordinate the operational chain from customer order to delivery and payment follow-up.

The successful candidate must be organized, commercially aware, persistent and confident communicating across different teams and external parties.

The role requires someone who can maintain accuracy while also creating momentum.

Key Responsibilities

Customer Order Management

• Receive, review and record customer purchase orders.

• Verify product names, quantities, prices, packaging and delivery requirements.

• Prepare and maintain internal sales-order records.

• Coordinate orders with the sales team and China headquarters.

• Track purchasing, preparation, production, shipment and expected delivery dates.

• Keep sales and management informed of order status, risks and required actions.

• Maintain complete and organized electronic records for every customer order.

Import and Logistics Coordination

• Coordinate product imports from China to Indonesia.

• Prepare, review and organize commercial invoices, packing lists, bills of lading, certificates and other shipping documents.

• Coordinate with freight forwarders, customs brokers and transport providers.

• Track shipment schedules, ETD, ETA, customs clearance and local delivery.

• Identify missing, incorrect or inconsistent documents before shipment or clearance.

• Support HS-code, import-permit and product-document coordination.

• Maintain a clear import and shipment tracker.

• Escalate potential delays, customs issues and unexpected costs early.

Inventory and Warehouse Management

• Coordinate with local warehouse providers.

• Maintain accurate inventory records across one or more warehouses.

• Track incoming inventory, outgoing deliveries, available stock and reserved stock.

• Coordinate physical stock checks and inventory reconciliation.

• Monitor stock levels and identify replenishment requirements.

• Support demand planning and purchasing coordination.

• Prevent stock shortages, excess inventory and unexplained inventory differences.

• Maintain clear records of batch, packaging and product movement where required.

• Coordinate customer delivery schedules with the warehouse and transport providers.

Commercial and Payment Administration

• Coordinate invoicing and supporting documents with Finance.

• Maintain the accounts-receivable and customer payment-status tracker.

• Send routine payment reminders and provide accurate information to the relevant sales owner.

• Follow up administrative payment matters with customers.

• Escalate sensitive or overdue collection matters to the responsible sales owner and management.

• Support preparation of customer statements, delivery confirmations and collection documents.

• Provide accurate order, margin and payment information for incentive calculations.

Business and Team Coordination

• Maintain the shared opportunity and commercial operations board.

• Coordinate closely with Sales, Finance, headquarters, customers and external partners.

• Prepare concise weekly updates covering orders, imports, inventory, deliveries and receivables.

• Identify issues early and actively push the relevant parties toward resolution.

• Build simple and practical operating processes as the company grows.

• Help ensure that commitments do not become delayed because people are waiting for each other.

• Keep work moving while maintaining precision and proper documentation.

Required Qualifications and Experience

• Bachelor’s degree in any discipline.

• Approximately 3–7 years of relevant experience.

• Practical experience in import-export operations, logistics, supply chain, sales operations, warehouse coordination or order fulfilment.

• Experience preparing or reviewing shipping and import documentation.

• Familiarity with freight forwarders, customs brokers, warehouses and local delivery providers.

• Experience with inventory and warehouse management.

• Strong Excel or Google Sheets capability.

• Fluent Bahasa Indonesia.

• Working proficiency in spoken and written English.

• Spoken Mandarin Chinese is a major advantage.

• Strong organizational and document-control skills.

Preferred Industry Experience

Candidates from the following backgrounds are preferred:

• Industrial chemicals or lubricants.

• Machinery, automotive parts or industrial equipment.

• Manufacturing and industrial trading.

• Chemical distribution.

• Import and export companies.

• Logistics or freight forwarding, provided the candidate also understands commercial order coordination.

• Warehouse and inventory operations for industrial products.