China Project & Procurement Coordinator
Responsible for Three Key Areas:
1. TENDER, LEGAL & CONTRACTUAL
2. TECHNICAL & QUALITY CONTROL DURING SUPPLY
3. LOGISTICS, EXPORT & SHIPMENT
1. TENDER, LEGAL & CONTRACTUAL
Objective
To ensure the Chinese party is legally, commercially and documentarily prepared for the conclusion and execution of the contract.
Responsibilities
• Liaise with the company’s legal team and procurement specialists.
• Search for, request and verify documents from Chinese manufacturers.
• Obtain corporate, registration, tax, export and other relevant documents from the manufacturer.
• Verify the manufacturer’s legal status and its ability to officially export the relevant equipment.
• Verify applicable Chinese legal requirements relating to the manufacture and export of the specific equipment.
• Determine the applicable tax regime and tax implications of the transaction in China.
• Clarify matters relating to VAT, export VAT refunds and other applicable taxes, duties and payments.
• Verify export requirements applicable to the specific equipment.
• Identify all required certificates, licenses, permits, declarations and other relevant documentation.
• Participate in the negotiation and coordination of the foreign trade contract with the Chinese supplier.
• Review payment terms, including Letter of Credit (L/C) requirements.
• Verify that the Chinese supplier is able to comply with all documentary requirements of the L/C.
• Prepare a clear list of documents that the supplier must provide in order to receive payment.
• Control the compliance of commercial invoices, packing lists, certificates, transport documents, certificates of origin, inspection documents and other documentation with the L/C requirements.
• Identify potential legal, contractual and documentary risks before the contract is signed.
• Coordinate communication between the company, its legal team, the Chinese manufacturer, banks and other parties involved in the transaction.
Key Deliverable
Before the contract is signed, the company must have a clear understanding of:
• who the actual manufacturer is;
• on what legal basis the manufacturer will export the equipment;
• what taxes and permits apply and how they may affect the project profitability;
• what documents are required;
• what exactly the Chinese supplier must do to ensure that the transaction can be properly executed and payment received under the Letter of Credit.
2. TECHNICAL & QUALITY CONTROL DURING SUPPLY
Objective
To ensure that the Chinese manufacturer is genuinely capable of producing the equipment required by the end client and that the final product fully complies with the technical specifications and requirements.
The position does not necessarily require the candidate to be an engineer specialized in oil & gas equipment. However, the candidate must be capable of working professionally with the company’s engineers and understanding industrial and technical requirements.
Responsibilities
• Participate in technical negotiations with Chinese manufacturers.
• Understand technical specifications, datasheets, drawings, applicable standards and end-client requirements.
• Identify discrepancies between the end-client’s requirements and the manufacturer’s proposal.
• Communicate the company’s technical requirements to the Chinese manufacturer.
• Obtain technical documentation from the manufacturer and conduct an initial review for compliance with the technical specifications.
• Organize technical meetings between the company’s technical team and the Chinese manufacturer’s engineers.
• Control the review and approval of technical deviations, substitutions and proposed changes.
• Assess the manufacturer’s production capabilities.
• Where required, visit manufacturing facilities in person.
• Verify the actual availability and condition of production facilities.
• Inspect machinery, equipment, testing facilities, laboratories and other manufacturing infrastructure.
• Verify the manufacturer’s qualifications and experience in producing similar products.
• Review the manufacturer’s previous deliveries of similar equipment.
• Assess the manufacturer’s quality control system and quality assurance procedures.
• Organize and coordinate Factory Acceptance Tests (FAT), where required by the contract.
• Organize third-party independent inspections.
• Select and engage an independent inspection company where required.
• Coordinate and review the Inspection & Test Plan (ITP).
• Monitor the inspection process.
• Obtain and review inspection reports.
• Monitor the correction and closure of identified non-conformities.
• Arrange photographic and video documentation of the manufacturing process and finished equipment.
• Verify equipment completeness before shipment.
• Check equipment marking, packaging and conformity of the actual goods with the contractual specifications.
Particularly Important
The candidate should have experience working with industrial equipment, preferably within the Oil & Gas, Energy, Petrochemical or Engineering/Manufacturing industries, and must understand that technical requirements for equipment supplied to oil & gas projects are significantly different from those involved in standard industrial procurement.
This is an important selection criterion. The company is not looking for someone who simply knows how to purchase and ship goods from China. The candidate must be capable of communicating with factory engineers, understanding technical requirements and identifying potential technical or quality issues.
Key Deliverable
The company must be confident not only that the manufacturer exists, but also that:
• the manufacturer has the required production capabilities;
• the manufacturer can produce the specified equipment;
• the manufacturer fully understands the technical requirements;
• the equipment is manufactured in accordance with the applicable specifications and standards;
• the manufacturer can provide sufficient documentary evidence of quality and compliance.
3. LOGISTICS, EXPORT & SHIPMENT
Objective
To ensure that completed equipment is properly collected from the manufacturers, prepared for transportation, export-cleared and handed over to the carrier with a complete and accurate set of shipping documents.
Responsibilities
• Develop and implement the shipment procedure for equipment exported from China.
• Coordinate with manufacturers, freight forwarders, carriers and customs brokers.
• Monitor the readiness of goods for shipment in accordance with the production schedule.
• Verify the adequacy of equipment packaging.
• Determine export packaging requirements.
• Control equipment marking and labeling.
• Arrange photographs of the cargo before loading.
• Verify the number of packages, weight, dimensions and volume.
• Check packing lists.
• Organize consolidation of equipment from multiple manufacturers where required.
• Arrange transportation of equipment from manufacturing facilities to the consolidation warehouse and/or port.
• Monitor loading operations.
• Ensure correct positioning, securing and protection of equipment during loading.
• Verify containerization requirements and execution.
• Coordinate preparation of export documentation.
• Liaise with the Chinese customs broker.
• Control the preparation and submission of the export customs declaration.
• Obtain documents required for subsequent customs clearance and import procedures.
• Check the Bill of Lading / transport documentation.
• Check the Certificate of Origin and other required documents.
• Verify that the complete documentation package complies specifically with the requirements of the Letter of Credit.
• Transfer original documents and/or electronic copies to the company’s team as required.
• Monitor shipment deadlines.
• Verify that the goods actually shipped correspond to the contract requirements.
• Control the handover of the cargo to the carrier.
• Resolve issues arising at the manufacturing site, warehouse, port or during the shipment process.
• Where required, personally attend loading and shipment operations.
Key Deliverable
The equipment must be properly manufactured, inspected, packaged, loaded, export-cleared and shipped, with a complete and accurate documentation package that allows the company to pass documentary checking requirements and receive payment under the Letter of Credit without unnecessary delays or discrepancies.
HOW THE ROLE WORKS AS A WHOLE
The role should not be viewed as three separate functions. It is one end-to-end process:
Tender → Chinese Supplier Verification → Contract → Technical Approval → Manufacturing → Inspection → FAT → Packaging → Consolidation → Export Clearance → Shipment → Complete Documentation → Letter of Credit → Payment
The China Project & Procurement Coordinator acts as the company’s eyes and hands in China throughout the entire process.
In practical terms, the company provides the candidate with:
“Here is our technical specification, our contract and the end client’s requirements. Your responsibility is to ensure that the Chinese side delivers everything correctly — both physically and documentarily. If there is a problem, you identify it and resolve it before it becomes a problem for us.”
The candidate is therefore expected to take ownership of the process in China from supplier selection and verification through to final shipment and documentation.

The ideal candidate should have a cross-functional profile, rather than being purely focused on one of these areas.
ESSENTIAL REQUIREMENTS
• Chinese language — mandatory
• English language — mandatory
• Russian — an advantage, but not essential.
• Proven experience working directly with Chinese manufacturers and suppliers.
• Experience with international procurement and cross-border supply.
• Experience working with industrial equipment.
• Understanding of Chinese export procedures.
• Experience coordinating third-party inspection companies.
• Good understanding of Incoterms.
• Experience working with Letters of Credit (L/C).
• Preferably experience in Oil & Gas, Petrochemical, Energy, Power or Heavy Industry.
• Willingness and ability to travel to manufacturing facilities across China.
• Ability to independently negotiate with suppliers and resolve operational issues on site.
• Strong coordination and communication skills.
• Ability to work effectively with technical, procurement, legal, logistics and banking teams.
IDEAL CANDIDATE PROFILE
The ideal candidate combines four key areas of expertise:
Procurement + Technical + Quality / Inspection + Logistics / Export
The person should be able to manage the full procurement and supply chain process in China while acting as the company’s local representative and point of coordination with manufacturers, inspectors, logistics providers, customs brokers, banks and other parties involved in the project.