Operations, Sea Freight Import & Export

Position Summary

We are seeking a proactive and detail-oriented Operations Executive – Sea Freight Import & Export to manage and coordinate day-to-day international sea freight shipments.

The successful candidate will be responsible for handling end-to-end sea freight import and export operations, including shipment coordination, documentation, system updates, communication with customers and overseas agents, and resolution of operational issues.

This role requires strong knowledge of freight forwarding, shipping documentation, import/export procedures, Incoterms, and international logistics operations.

Key Responsibilities

1. Sea Freight Export Operations

• Manage and coordinate end-to-end sea freight export shipments from booking through to shipment departure and completion.
• Receive and process customer booking instructions and coordinate with shipping lines, agents, hauliers, warehouses, and other relevant parties.
• Arrange container bookings, cargo collection, stuffing, and delivery to port where applicable.
• Prepare and verify export shipping documentation, including:
• Bill of Lading (B/L)
• Shipping Instructions (SI)
• Commercial Invoice
• Packing List
• Certificates and other relevant export documents
• Monitor vessel schedules, cargo cut-off dates, documentation cut-offs, and shipment milestones.
• Ensure timely communication of shipment status and updates to customers and overseas agents.
• Coordinate with relevant parties to resolve shipment delays, documentation discrepancies, and operational issues.

2. Sea Freight Import Operations

• Coordinate and manage sea freight import shipments from receipt of pre-alert through to cargo arrival and delivery completion.
• Review and process import documentation, including Bills of Lading, Arrival Notices, Commercial Invoices, Packing Lists, and other relevant documents.
• Coordinate with overseas agents, shipping lines, customers, customs brokers, hauliers, and internal teams.
• Monitor vessel arrivals and shipment status and ensure timely follow-up on outstanding documentation and operational requirements.
• Arrange delivery and coordinate cargo release where required.
• Proactively resolve shipment delays, documentation discrepancies, and customer enquiries.

3. Documentation & System Management

• Ensure accurate and timely preparation, verification, and processing of import and export shipping documentation.
• Update shipment information, milestones, charges, and relevant details in the freight forwarding or operational system.
• Maintain complete and accurate shipment records in accordance with company procedures and compliance requirements.
• Verify customer instructions, shipment details, Incoterms, and relevant operational requirements before processing.
• Ensure proper filing and documentation control for all completed shipments.

4. Customer & Stakeholder Coordination

• Act as a key operational contact for customers, overseas agents, shipping lines, hauliers, customs brokers, and internal stakeholders.
• Provide timely shipment updates and respond to operational enquiries professionally.
• Coordinate closely with Customer Service, Sales, Customs Brokerage, Finance, and other operational teams.
• Escalate critical shipment issues or service failures to the Supervisor or Manager when necessary.
• Maintain strong working relationships with internal and external stakeholders to ensure smooth shipment execution.

5. Operational Performance & Compliance

• Process assigned shipments within agreed service levels and operational timelines.
• Monitor outstanding shipments, documentation, and operational activities to ensure timely completion.
• Manage shipment backlogs and prioritise urgent or time-sensitive shipments.
• Ensure compliance with company SOPs, customer requirements, shipping regulations, and applicable import/export procedures.
• Maintain high levels of accuracy, productivity, and service quality.

6. Continuous Improvement

• Identify recurring operational issues and recommend practical improvements to enhance workflow efficiency.
• Support process improvement and standardisation initiatives within the Sea Freight Operations team.
• Participate in knowledge-sharing, cross-training, and operational improvement activities.
• Contribute to the development and maintenance of Standard Operating Procedures (SOPs).

Qualifications & Experience

• Diploma or Bachelor's Degree in Logistics, Supply Chain Management, International Business, Maritime Studies, or a related discipline.
• Minimum 2–5 years of experience in Sea Freight Import and/or Export operations within a freight forwarding or logistics environment.
• Experience handling both FCL and LCL shipments is preferred.
• Good understanding of end-to-end sea freight import and export procedures.
• Experience working with shipping lines, overseas agents, customers, hauliers, warehouses, and customs-related stakeholders.
• Knowledge of Incoterms and international shipping documentation.

Technical Skills

• Strong knowledge of Sea Freight Import and Export operations.
• Experience handling Bills of Lading, Shipping Instructions, Arrival Notices, Commercial Invoices, and Packing Lists.
• Knowledge of FCL, LCL and international shipping processes.
• Familiarity with freight forwarding or logistics operating systems.
• Proficient in Microsoft Office, particularly Excel, Outlook, and Word.

Pay: RM4,500.00 - RM5,500.00 per month

Work Location: In person