Shipping Operations Coordinator

1. Shipment Coordination (Import & Export - Sea, Air, Land)

• Handle end-to-end shipment operations including booking, documentation, tracking, and delivery.
• Coordinate with shipping lines, airlines, trucking companies, and overseas agents to ensure timely cargo movement.
• Monitor status updates and proactively communicate any changes or delays to customers.

2. Quotation & Rate Handling

• Prepare and submit quotations for freight services (FCL, LCL, air freight, customs clearance, local delivery).
• Coordinate with sales and pricing teams to obtain the most competitive rates.
• Track quotation validity, follow up with customers for confirmation, and update the system accordingly.
• Respond to RFQs and rate enquiries promptly and accurately.

3. Documentation & Compliance

• Generate and verify documents such as:
  Bill of Lading, Packing List, Commercial Invoice, Delivery Order, Arrival Notice.
• Ensure customs declarations are submitted accurately and within deadlines.
• Maintain compliance with international shipping regulations, port authority requirements, and Incoterms.

4. Customer Service & Communication

• Serve as a key contact for customers regarding booking, quotation, shipment status, and issue resolution.
• Provide professional and timely responses to customer inquiries.
• Handle complaints or service failures tactfully and follow up with appropriate corrective actions.

5. Billing & Cost Control

• Review supplier invoices (shipping lines, trucking, warehousing) for accuracy.
• Support Accounts Department in issuing final invoices to clients based on quotation and actual costs.
• Ensure transparency in cost breakdown and resolve any billing discrepancies with vendors or customers.

6. Internal Coordination

• Work closely with Sales, Operations, Accounts, and Warehouse teams to ensure smooth workflow.
• Assist in planning and allocating tasks within the operations team.
• Support business development activities by sharing customer feedback or market intelligence.

7. Reporting & Records

• Maintain accurate records of all shipments, quotations, and communications.
• Prepare weekly or monthly shipment summaries, cost reports, or KPI updates for management.
• Assist with internal audits or reviews related to shipping and quotation processes.

Requirements

• Minimum 1 or 2 years of experience in freight forwarding or logistics industry.
• Knowledge of international shipping terms (Incoterms), freight documentation, and customs procedures.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Excel, Word.
• Detail-oriented, organized, and capable of handling multiple tasks under pressure.
• Working hours: Mon - Fri, 9am - 6pm