Trade Operations Executive

We are seeking a detail-oriented Trade Operations Executive or Senior Executive to manage end-to-end international shipment execution and trade documentation. The role supports the group’s international trading activities, including transactions involving our India operations and Labuan trading entities. The successful candidate will coordinate closely with buyers, suppliers, shipping lines, freight forwarders, surveyors, inspection companies, banks and internal commercial and finance teams.

Key Responsibilities

Contract Review and Shipment Preparation

·   Review contractual shipping, delivery and documentary requirements before shipment execution.

·   Identify important shipment deadlines, documentation requirements and contractual conditions.

·   Coordinate with commercial, finance and operations teams before cargo loading and document issuance.

·   Ensure shipment arrangements are consistent with agreed Incoterms and contract requirements.

Shipment Execution

·   Coordinate export and import shipments from contract handover until final delivery.

·   Arrange vessel, shipping-line, freight-forwarder and transporter bookings.

·   Coordinate cargo readiness, loading schedules and delivery arrangements.

·   Monitor vessel schedules, cut-off times, cargo loading and shipment progress.

·   Liaise with surveyors and inspection companies for cargo inspection and supporting reports.

·   Follow up on delays, document issues and other shipment exceptions.

Trade Documentation

·   Prepare commercial invoices, packing lists, certificates of origin and other trade documents.

·   Prepare shipping instructions.

·   Review draft and final Bills of Lading for accuracy and contractual compliance.

·   Coordinate document amendments with shipping lines and freight forwarders.

·   Ensure that all documents are accurate, complete and issued within the required timeline.

·   Maintain proper records of original and electronic shipping documents.

Letter of Credit Documentation

·   Review Letter of Credit terms when applicable.

·   Prepare and check LC-related documents.

·   Identify potential discrepancies before bank presentation.

·   Support compliant document presentation to the bank.

·   Coordinate with Finance, Commercial and banking parties on LC documentation matters.

Status Tracking and Reporting

·   Maintain accurate shipment and documentation trackers.

·   Provide timely updates on cargo readiness, booking, loading, vessel movement, documents and delivery.

·   Highlight delays, risks, missing documents and required actions to management.

·   Maintain complete shipment files and supporting records.

Stakeholder Coordination

·   Act as the key operational liaison between overseas buyers, suppliers, shipping lines, freight forwarders, surveyors and internal teams.

·   Ensure timely communication and follow-up throughout the shipment process.

·   Support the Commercial and Finance teams with shipment and trade-documentation information.

Essential Requirements

·   A Diploma or Degree in Logistics, Supply Chain, International Business or a related field.

·   At least three years of hands-on export, import or international trade-operations experience.

·   Practical experience preparing, checking or coordinating full-set export shipping documentation.

·   Good understanding of Incoterms, including FOB, CIF, CFR and EXW.

·   Experience coordinating shipping lines, freight forwarders or overseas shipment parties.

·   Good command of written and spoken English.

·   Strong attention to detail, follow-up and document-control skills.

·   Ability to manage multiple shipments and deadlines simultaneously.

Preferred or Added Advantage

·   Experience preparing LC-related documents and handling bank presentations.

·   Exposure to bulk-liquid, ISO-tank, flexibag or tanker shipments.

·   Experience in commodity trading, palm oil, biodiesel, oleochemicals or renewable feedstocks.

·   Experience dealing with international buyers and suppliers.

·   Mandarin proficiency. Mandarin is an added advantage and is not mandatory.