Operations Executive – Freight Forwarding

The Operations Executive is responsible for the efficient coordination and execution of daily freight forwarding operations, including shipment arrangements, documentation, coordination with customers, carriers, shipping lines, airlines, hauliers, warehouses, and other service providers.

The successful candidate should have a good understanding of freight forwarding processes and be able to manage shipments from booking through to final delivery while ensuring that all operational and documentation requirements are met accurately and on time.

Knowledge or experience in handling Major Exporter Scheme (MES) shipments and related customs procedures will be an added advantage.

Key Responsibilities

1. Freight Operations

• Coordinate and manage daily import and export shipments by air, sea and/or land.
• Arrange bookings with airlines, shipping lines, hauliers and other logistics service providers.
• Monitor shipment schedules, cargo movements and delivery status.
• Coordinate cargo collection, transportation, warehousing and final delivery.
• Follow up closely on shipment progress and resolve operational issues promptly.
• Ensure shipments are handled according to customers' requirements and agreed service standards.

2. Documentation

• Prepare, check and process shipping and freight forwarding documents, including:

  • Commercial invoices
  • Packing lists
  • Air Waybills (AWB)
  • Bills of Lading (BL)
  • Delivery Orders
  • Export permits
  • Import permits
  • Customs declarations
  • Other relevant shipping and customs documentation

• Ensure all documentation is complete, accurate and submitted within the required timelines.

• Liaise with customers and relevant parties to obtain missing or amended documents.

3. Customs & Compliance

• Coordinate customs clearance activities and ensure compliance with applicable Singapore customs requirements.
• Assist in the preparation and submission of import and export declarations.
• Coordinate with customs agents and relevant authorities when required.
• Maintain proper records of shipment and customs documentation.
• Ensure operational activities comply with company procedures and applicable regulatory requirements.

4. Major Exporter Scheme (MES)

• Support the handling and processing of shipments under the Major Exporter Scheme (MES).
• Ensure relevant MES documentation and procedures are properly followed.
• Liaise with customers, declaring agents and internal departments on MES-related requirements.
• Monitor and maintain proper records relating to MES shipments.
• Knowledge and practical experience with MES procedures will be considered an advantage.

5. Customer Service

• Act as a key point of contact for customers regarding shipment arrangements and operational matters.
• Provide timely updates on shipment status, delays and delivery arrangements.
• Respond professionally to customer enquiries and resolve operational issues efficiently.
• Maintain good working relationships with customers, suppliers and business partners.

6. Coordination & Problem Solving

• Coordinate closely with internal departments, overseas agents, customers, carriers, hauliers and warehouse operators.
• Identify potential shipment delays or operational issues and take appropriate corrective action.
• Escalate critical operational issues to the Operations Manager where necessary.
• Ensure urgent or time-sensitive shipments are given appropriate priority.

7. Billing & Administrative Support

• Verify freight charges, handling charges and other operational costs.
• Provide accurate shipment information to the Finance/Billing team for invoicing.
• Check supplier invoices against agreed rates and shipment details.
• Maintain accurate and up-to-date operational records and filing.

Requirements

• Diploma or Degree in Logistics, Supply Chain Management, Freight Forwarding, Business Administration or a related discipline.
• Minimum 2 years of relevant experience in freight forwarding, logistics or shipping operations.
• Good understanding of import/export freight forwarding procedures.
• Experience in airfreight and/or seafreight operations will be an advantage.
• Familiarity with shipping documentation and customs clearance procedures.
• Knowledge or practical experience with the Major Exporter Scheme (MES) is a strong advantage.
• Good computer literacy, including Microsoft Office applications.
• Strong communication and coordination skills.
• Good organisational skills with the ability to manage multiple shipments and deadlines.
• Meticulous, responsible and detail-oriented.
• Able to work independently as well as part of a team.
• Able to work under pressure in a fast-paced operational environment.

Key Competencies

• Freight Forwarding & Logistics Operations
• Import & Export Documentation
• Customs & Trade Compliance
• Major Exporter Scheme (MES) Knowledge
• Shipment Coordination
• Customer Service
• Problem Solving
• Attention to Detail
• Time Management
• Communication & Interpersonal Skills
• Teamwork

Working Conditions

The position may require the employee to:

• Work beyond normal working hours when required to support urgent or time-sensitive shipments.
• Coordinate shipments according to airline, shipping line, customer and warehouse operating schedules.
• Attend to operational matters outside normal office hours where necessary, subject to company policies.

Performance Expectations

The Operations Executive is expected to:

• Ensure shipments are processed accurately and within agreed timelines.
• Minimise documentation errors and operational delays.
• Maintain good customer and supplier relationships.
• Ensure compliance with company procedures and applicable customs requirements.
• Provide prompt and effective solutions to operational issues.
• Maintain a high standard of professionalism and service quality.