Supply Chain And Operations Executive

Company Description Kingston Healthcare Technologies Vietnam is a HealthTech company focused on advancing digital healthcare through AI-powered solutions, smart medical devices, and integrated telehealth platforms. As part of the Kingston Medical ecosystem from Singapore, the company supports hospitals, clinics, enterprises, and public health initiatives in improving healthcare access, operational efficiency, and preventive care. Its core solutions include Medi-Kiosk, an intelligent self-service health screening station, and Medi-Case, a portable mobile screening solution for large-scale and remote healthcare settings. Kingston Healthcare Technologies Vietnam collaborates with healthcare institutions, government agencies, enterprises, and technology partners to build a smarter, more connected healthcare ecosystem across Vietnam and Southeast Asia.

Role Summary

The Supply Chain and Operations Executive is responsible for coordinating and executing Kingston Healthcare Technologies day-to-day procurement, inventory, logistics, and import and export activities.

The role supports the smooth movement and availability of products, including Medi-Kiosk, Medi-Case, Medi-Station, spare parts, consumables and related components, by coordinating with suppliers, logistics providers, customs agents, warehouses and internal teams.

Key Responsibilities

1. Procurement and Vendor Coordination

• Source suitable suppliers and vendors based on the company's operational and project requirements.

• Obtain and compare quotations for products, equipment, components, spare parts, consumables and logistics services.

• Prepare purchase requisitions, purchase orders and supporting procurement documents.

• Coordinate with suppliers on pricing, product specifications, production timelines, order status and delivery arrangements.

• Follow up on outstanding orders and escalate potential delays or supply issues.

• Maintain updated supplier information, quotation records and procurement documentation.

• Assist in evaluating vendor performance based on pricing, quality, responsiveness and delivery reliability.

2. Import and Export Coordination

• Coordinate the import and export of KHT products, equipment, components and materials.

• Prepare and verify shipping documents, invoices, packing lists, permits, certificates and customs-related documentation.

• Liaise with freight forwarders, customs brokers, logistics providers and relevant authorities to facilitate shipment clearance.

• Monitor shipment schedules and provide timely updates on shipment status, delays or documentation issues.

• Ensure that import and export records are properly maintained and filed.

• Support compliance with applicable customs, trade and regulatory requirements.

3. Logistics and Delivery Coordination

• Arrange the transportation and delivery of products, equipment, spare parts and materials.

• Coordinate delivery schedules with suppliers, logistics providers, customers and internal project teams.

• Track shipments from collection through customs clearance to final delivery.

• Support logistics arrangements for product demonstrations, pilot projects, installations, deployments, donations and customer orders.

• Assist in resolving delivery discrepancies, damaged goods, missing items or other logistics-related issues.

• Maintain accurate delivery orders, proof-of-delivery records and shipment documentation.

4. Inventory and Stock Monitoring

• Maintain accurate inventory records for sale units, demonstration units, pilot units, donation units, spare parts, consumables and warranty replacement units.

• Record incoming and outgoing inventory and ensure that all stock movements are properly documented.

• Conduct regular physical stock counts and reconcile discrepancies against inventory records.

• Monitor stock levels and highlight low-stock, excess-stock or slow-moving items.

• Coordinate the allocation and release of inventory for customer orders, projects and deployments.

• Ensure products and components are properly labelled, stored and tracked.

5. Asset and Warranty Administration

• Maintain records of company equipment, product units, components and other assigned assets.

• Track product serial numbers, locations, warranty periods, repair history and replacement status.

• Coordinate with suppliers and technical teams on warranty claims, repairs, replacements and returned items.

• Ensure that asset handovers, transfers and returns are properly documented.

6. Project and Deployment Support

• Coordinate the availability and delivery of products, components and materials required for customer projects and deployments.

• Work with the technical, integration, business development and operations teams to confirm project supply requirements.

• Monitor procurement and delivery timelines to support scheduled installations and project milestones.

• Assist with the preparation and packing of equipment and materials for deployment.

• Provide updates on stock readiness, shipment progress and potential supply-chain risks.

7. Documentation and Reporting

• Maintain complete and updated records relating to procurement, suppliers, inventory, shipments, deliveries, assets and warranties.

• Prepare regular reports on order status, inventory levels, shipment progress, delivery performance and supply-chain issues.

• Track procurement and logistics expenses against approved budgets.

• Assist in preparing and improving supply-chain procedures, checklists and tracking systems.

• Report delays, shortages, damaged goods, cost variances and other operational risks to management promptly.

• Ensure all documents are properly organised for operational, financial and audit purposes.

Requirements:

• Diploma or bachelor's degree in Supply Chain Management, Logistics, Business Administration, International Trade or a related discipline.

• Relevant experience in procurement, logistics, inventory control, import/export coordination or supply-chain operations.

• Familiarity with shipping documentation, customs-clearance procedures and inventory records.

• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.

• Strong organisational, coordination and documentation skills.

• Able to monitor multiple orders, shipments and deadlines simultaneously.

• Detail-oriented, responsible and proactive in following up on assigned tasks.

• Good written and verbal communication skills in Vietnamese and English.

• Experience handling medical devices, technology equipment, or electronic products would be an advantage.