Cargo Operations Planning & Execution (Admin Ops)

Main Objectives of this position:

• To support the operations team by accurately handling WO, invoicing processes and operations administrative related.
• To coordinate between operations, vendors, and BA to generate, validate, and process WO and invoices, ensuring that all services rendered are properly recorded, billed, and settled without delay or error.

Function and duties:

• Prepare and issue WO for operational services

• Coordinate with internal operations team to validate certain costs before issuing WO

• Ensure vendor agreement, rates, and service descriptions are accurate and up to date.

• Flag discrepancies or irregularities in billing or vendor charges.

• Ensure timely and accurate invoicing to liable party to avoid revenue delays

• Ensure documents meet audit, compliance, and data retention requirements

• Follow Admin Ops SOP and billing processes

• Coordinate with Finance for month-end closing and reconciliation activities

• Ensure accurate and timely invoicing to liable party and cost posting from vendors

• Coordinate with internal stakeholders to validate service completion and cost inputs

• Liaise with port agents, vendors, and terminals regarding documentation and billing queries

• Perform & handle ICCL checks (internal finance controlling) - cargo related

• Create TREX and follow with liable office for closure

• Handle vendor invoices via SAP (VIM clean up)

• Maintenance of terminal dates – RVT V2530

• BB / OOG REQ cost quotation updating (T4020) for specific Area

• Maintain / review DG rules port related in coordination with Global DG

Qualifications and Technical Job Requirements:

• University Degree, Diploma in Marine Studies, experience as a Nautical Officer, or a similar qualification or experience in Liner Shipping or Logistics.
• Fresh Graduate are welcome to apply!
• Fluent in written and spoken English
• Excellent communication and negotiation skills
• Knowledgeable in MS Office applications
• With a highly analytical mindset, and the ability to work systematically under pressure
• Previous knowledge/experience of Hapag-Lloyd systems/FIS