Customer Service (CS) Ocean Export Staff

Key Responsibilities:

1. Sea Freight Export Handling

• Handle and monitor export shipments via sea freight from booking until cargo departure.
• Coordinate shipment schedules with shipping lines, overseas agents, transporters, warehouses, and related parties.
• Arrange booking space with shipping lines and monitor vessel schedules.
• Ensure all export shipments are processed within the required timeline.

2. Customer Service & Communication

• Act as the main point of contact for customers regarding export shipment activities.
• Provide shipment updates, vessel schedules, and cargo status information to customers.
• Handle customer inquiries, requests, operational issues, and complaints professionally and promptly.
• Maintain strong and positive relationships with customers and business partners.

3. Documentation Handling

• Prepare, review, and verify export documents, including:

  • Bill of Lading (B/L)
  • Shipping Instructions (SI)
  • Commercial Invoice
  • Packing List
  • PEB and supporting export documents
  • Certificate of Origin (if required)

• Ensure all export documentation is complete, accurate, and submitted on time.

4. Coordination & Operational Support

• Coordinate with internal operations, trucking, warehouse, customs clearance teams, and shipping lines regarding export activities.
• Monitor stuffing schedules, vessel cut-off times, and cargo loading processes.
• Ensure smooth operational execution and timely shipment departures.

5. Reporting & Administration

• Update shipment data accurately into the company system.
• Prepare shipment status reports and export operational reports regularly.
• Maintain proper filing and documentation records.
• Support invoicing and billing processes when necessary.

6. Compliance

• Ensure all export activities comply with customs regulations, shipping requirements, and company SOP.
• Maintain confidentiality of customer and company information.

7. Finance & Billing Coordination

• Create Accounts Receivable (AR) and Accounts Payable (AP) entries accurately in CargoWise system.
• Prepare and submit Payment Requests for operational and vendor-related expenses.
• Coordinate with Finance and Billing Team regarding billing and payment processes.
• Issue and provide invoices to shippers/customers in a timely manner.
• Request and coordinate with Finance Team for E-VAT issuance and supporting tax documents.
• Monitor invoice status and assist in following up outstanding payments when required.
• Ensure billing documents and operational charges are aligned with shipment details and customer agreements.
• Maintain proper filing and recordkeeping of finance-related documents.