Operations Assistant - Sea Freight Export

Role Overview

This role is responsible for supporting the day-to-day operations of the Sea Freight Export function. The successful candidate will coordinate export shipments, manage shipping documentation, update shipment information in the forwarding system, coordinate with customers and logistics partners, and support shipment billing and invoicing activities.

Job Responsibilities:

1. Shipment & Booking Coordination

• Handle sea freight shipment enquiries, bookings and document requests from internal and external stakeholders.
• Coordinate shipment activities from booking through Bill of Lading release and Proof of Delivery.
• Liaise with customers, shipping lines, shipping agents, freight forwarders, subcontractors and overseas offices.
• Monitor shipment progress and ensure all activities are completed according to SOP and required deadlines.

2. Shipment System & Data Management

• Register shipments accurately and on time in CW1.
• Update internal and external systems with accurate shipment information.
• Ensure shipment costs are updated correctly in CW1.
• Sort and upload required documents into eDoc.

3. Shipping Documentation & Compliance

• Prepare, verify and maintain shipping documents, including:
• Bill of Lading / Master Bill of Lading
• Shipping Certificate
• Advance Manifest
• SOLAS/VGM submission
• Ensure dangerous goods/hazardous cargo documentation is complete and carrier approvals are obtained where required.
• Monitor permit declaration activities with the relevant vendors.
• Ensure compliance with customer-specific SOPs and company/global procedures.

4. Shipment Monitoring & Issue Resolution

• Monitor vessel schedules and shipment progress to ensure timely processing.
• Handle shipment irregularities and escalate operational issues when necessary.
• Coordinate and communicate cargo incidents such as short shipment, cargo damage, misrouting and missed vessels.
• Follow up on cargo and insurance claims for damaged or missing shipments.

5. Pre-Alert & Reporting

• Prepare and send shipment pre-alerts to customers and destination offices upon vessel departure.
• Maintain accurate shipment records and complete monthly customer reports within the required deadlines.

6. Costing, Billing & Invoicing

• Support shipment costing and ensure timely invoicing according to company KPIs.
• Release customer invoices with the required supporting documents.
• Collect payment before shipment release for cash-term customers.
• Verify vendor and intercompany invoices and raise disputes for incorrect charges.
• Handle customer and overseas office queries or disputes relating to billing.

7. Rates & Customer Coordination

• Coordinate with local and regional procurement on freight rates and space requirements.
• Monitor the validity of customer quotations and update the relevant sales personnel accordingly.

8. Process & Continuous Improvement

• Participate in company projects and initiatives when required.
• Adhere to company policies, global standards, corporate governance and customer-specific procedures.

Requirements:

• Minimum 1 year of experience in freight forwarding, logistics or sea freight industry.
• Experience handling shipment-related billing and documentation will be an added advantage.
• Good knowledge of Microsoft Excel, Word, PowerPoint and email.
• Experience with logistics/ERP billing systems such as CW1/CargoWise will be an advantage.
• Strong attention to detail and accuracy.
• Good analytical and problem-solving skills.
• Good communication and coordination skills.
• Able to work independently and meet deadlines.
• Willing to work in Shah Alam.

Pay: RM4,000.00 - RM5,500.00 per month

Benefits:

• Dental insurance
• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development
• Vision insurance

Ability to commute/relocate:

• Shah Alam: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Required)

Experience:

• Sea Freight: 1 year (Required)
• Export: 1 year (Required)
• Shipping documentation: 1 year (Required)

Location:

• Shah Alam (Preferred)

Work Location: In person