Key Responsibilities

• Oversee quota requirements for individual importers, from initial planning and submission through approval, utilization, and balance monitoring.
• Maintain accurate tracking of quota applications, approved allocations, usage, and outstanding balances using Excel and other operational tools.
• Regularly reconcile quota data and identify discrepancies, delays, potential shortages, or excessive utilization before they affect import activities.
• Work closely with logistics, supply chain, procurement, finance, and other relevant teams to ensure quota availability is aligned with upcoming shipments and business plans.
• Liaise with external parties, including suppliers, agents, and relevant authorities, when clarification or resolution of quota-related matters is required.
• Maintain supporting documents, records, trackers, and periodic reports relating to quota applications and utilization.
• Review existing quota-control procedures and introduce practical improvements to make manual processes more structured, consistent, and less prone to error.
• Investigate operational problems related to quota management and coordinate corrective actions through to completion.
• Provide management with early visibility of potential regulatory, documentation, or quota-utilization risks and recommend appropriate actions.
• Assist with other import, logistics, trade compliance, or supply chain activities as required by management.

Required Experience & Competencies

• At least 5 years of relevant experience in import/export, logistics, supply chain, customs, trade operations, or a comparable field.
• Strong proficiency in Microsoft Excel, particularly for maintaining trackers, analyzing operational information, and handling substantial volumes of data.
• Demonstrated experience in operational monitoring, process administration, and maintaining detailed manual records.
• Strong numerical and analytical capabilities with a high level of accuracy and attention to detail.
• Comfortable coordinating with various internal departments and external parties, with strong follow-through on outstanding matters.
• Good working proficiency in both Bahasa Indonesia and English.
• Able to adjust quickly when regulations, operational requirements, or business priorities change.

Preferred Background

• Familiarity with Indonesian import, customs, and trade-related regulations.
• Previous exposure to government agencies, customs authorities, or regulatory compliance activities.
• Experience managing import quotas, licenses, permits, approvals, or other regulatory documentation.
• Background in an organization with complex import volumes or multiple importing entities would be an advantage.

Candidate Characteristics

The ideal candidate should demonstrate:

• Strong ownership of operational responsibilities and the ability to manage business-critical activities independently.
• A structured and disciplined approach to maintaining operational data and documentation.
• The ability to remain accurate and organized when dealing with repetitive or highly detailed manual processes.
• Strong stakeholder-management skills and the ability to drive follow-ups until an issue is fully resolved.
• A proactive approach to identifying potential problems before they affect import operations.
• Practical problem-solving skills and the ability to recommend workable solutions rather than simply escalating issues.
• A continuous-improvement mindset, with an interest in making existing processes more efficient and standardized.

Minimum Qualifications

• Bachelor’s degree in Logistics, Supply Chain, International Trade, Business Administration, or a related discipline is preferred.
• Relevant professional experience in import/export, customs, logistics, supply chain, quota administration, trade compliance, or regulatory operations.
• Proven experience working with operational databases, Excel trackers, reports, documentation, and cross-functional coordination.