Senior Operations Exec ( Trade Execution)

The Senior Operations Executive is responsible for end-to-end trade execution activities supporting Malaysia operations, including contract settlement, logistics coordination, financial accuracy, and inventory control. The role ensures operational excellence, compliance with contractual and financial requirements, and timely coordination with internal shared service teams, customers, and external stakeholders.

Main Accountabilities:

A. Trade Execution & Documentation Management

• Coordinate with BBS (Shared Service Centre) for timely preparation and presentation of trade documents.
• Liaise with regional execution team in Singapore for document handling and delivery.
• Ensure accurate and timely preparation of shipping and trade documentation for customs clearance and banking requirements.
• Monitor document status from origin to destination to ensure timely cargo clearance and discharge without delays.
• Import e-permits and related procedures on customs clearance through Dagang Net platform

B. Contract Management & Execution Control

• Ensure all contract details (pricing, terms, tolerances, quantities) are accurate and validated prior to execution to prevent errors or rework.
• Execute contract settlements in a timely manner, ensuring completeness and accuracy.
• Manage contract lifecycle including tracking, settlement, and closure of open or underfill contracts within required timelines.
• Ensure zero discrepancies, errors, or contract cancellations arising from operational handling.

C. Cargo Release & Operational Compliance

• Coordinate cargo release processes including issuance of delivery orders and instructions to surveyors and warehouse operators.
• Ensure cargo release complies with contractual tolerance limits and agreed terms.
• Monitor operational execution to ensure full compliance with trade terms and minimize risks related to quantity or delivery discrepancies.
• Coordinate inspection, claims, and insurance processes in the event of cargo damage or quality issues.

D. Inventory Control & Reconciliation

• Maintain accurate inventory records in systems and ensure alignment with operational activities.
• Perform regular inventory verification and monthly reconciliation against third-party warehouse reports.
• Investigate and resolve any discrepancies within defined timelines, ensuring no unreconciled variances remain.
• Ensure proper handling and accounting of inventory movements, including shrinkage and adjustments.

E. Receivables Management & Customer Engagement

• Proactively monitor and follow up on customer payments prior to due dates to ensure timely collection.
• Maintain accurate and up-to-date receivables tracking and reporting.
• Engage customers on outstanding balances, storage timelines, and operational matters to prevent escalations.
• Issue timely notifications/reminders to customers on storage deadlines or expiring cargo timelines.

 F. Financial Management & Closing Discipline

• Ensure timely and accurate customer invoicing in accordance with contract terms and pricing.
• Issue debit notes (e.g., storage, warehouse, or ancillary charges) on a regular and timely basis.
• Ensure correct payment terms are applied across invoices and debit notes.
• Coordinate with Finance and BBS teams to complete intercompany transactions and settlements within month-end timelines.
• Support timely financial closing by ensuring all contracts and transactions are recorded, settled, and closed prior to reporting deadlines.

G. Operational Reporting & Data Accuracy

• Provide accurate and timely daily operational reports, including inventory status, cargo movements, and contract settlement updates.
• Ensure completeness and accuracy of data across systems, reports, and documentation.
• Share required operational and financial reports with stakeholders (e.g., Finance, commercial teams) on time.
• Maintain proper documentation and audit trail for all transactions and operational activities.
• Stakeholder Coordination & Issue Resolution
• Coordinate closely with internal teams (BBS, Finance, Commercial) to ensure smooth execution of operations.
• Collaborate with external stakeholders including customers, surveyors, agents, warehouse operators, and service providers.
• Proactively identify, escalate, and resolve operational issues to prevent delays, financial impact, or customer dissatisfaction.
• Maintain strong working relationships with stakeholders to support operational efficiency and service delivery.

Education/Experience Requirement:

• Diploma in Business Administration/Shipping/Banking and Finance or any disciplines.
• Minimum 5 years of working experience in the commodity logistics or shipping industry or trade services.
• Knowledge of Incoterms, UCP 600, URC 522
• Understanding of trade execution, logistics, and contract management
• Familiarity with SAP or equivalent systems
• Strong analytical, coordination, and reporting skills
• Attention to detail and accuracy in financial and operational processes