The Logistics & Tracking Officer will be responsible for the end-to-end tracking and coordination of purchased machinery, from vendor dispatch to final site installation. This role ensures timely delivery, compliance with import/transport regulations, and accurate documentation, acting as the primary link between vendors, freight forwarders, and internal engineering/procurement teams.

Key Responsibilities & Duties

• Shipment Tracking & Monitoring: Proactively track all machine shipments using tracking software, vendor portals, and direct communication with carriers.
• Vendor & Carrier Management: Maintain constant communication with vendors, freight forwarders, and custom brokers to ensure timely shipment and resolve any transport delays.
• Documentation & Compliance: Manage all logistics documentation, including Bills of Lading, packing lists, invoices, insurance documents, and import licenses (if international).
• Pre-Receipt Coordination: Coordinate with the Managers to prepare for the arrival of heavy/specialized machinery (e.g., forklift scheduling, crane requirement, storage space planning).
• Quality & Quantity Controls: Inspect incoming machines for shipping damage, verify quantities against purchase orders, and document any shortages or damage immediately.
• Reporting: Submit regular reports on shipment status, estimate time of Arrival (ETA) updates.
• Logistics Database Maintenance: Ensure all tracking information is accurately entered into the Logistics Information System (LIS).

Required Skills & Qualifications

• Education: Diploma in Logistics in Clearing and forwarding
• Experience: 8 years and above of experience in logistics, freight forwarding, or machinery procurement.
• Technical Skills: Proficiency in tracking software, Microsoft Office Suite (Excel, Word).
• Communication: Strong written and verbal communication skills to liaise with international suppliers and carriers.
• Analytical Skills: Ability to analyze shipping schedules, interpret shipping documents, and solve logistics disruptions.
• Knowledge: Understanding of Incoterms, customs clearance processes, and heavy equipment transport requirements.

Working Conditions

• Focus on High-Value Items: Specializes in tracking expensive, heavy, or sensitive machinery rather than general inventory.
• Proactive "Tracking" Focus: The priority is knowing where the asset is at all times, not just warehouse storage.

• Proactively track all machine shipments using tracking software, vendor portals, and direct communication with carriers.
• Maintain constant communication with vendors, freight forwarders, and custom brokers to ensure timely shipment and resolve any transport delays.
• Manage all logistics documentation, including Bills of Lading, packing lists, invoices, insurance documents, and import licenses (if international).
• Coordinate with the Managers to prepare for the arrival of heavy/specialized machinery (e.g., forklift scheduling, crane requirement, storage space planning).
• Inspect incoming machines for shipping damage, verify quantities against purchase orders, and document any shortages or damage immediately.
• Submit regular reports on shipment status, estimate time of Arrival (ETA) updates.
• Ensure all tracking information is accurately entered into the Logistics Information System (LIS).

• Proficiency in tracking software
• Microsoft Office Suite (Excel, Word)
• Strong written and verbal communication skills
• Ability to analyze shipping schedules
• Interpret shipping documents
• Solve logistics disruptions
• Understanding of Incoterms
• Customs clearance processes
• Heavy equipment transport requirements

• Diploma in Logistics in Clearing and forwarding