Shipping Officer

Stellar Recruitment AU and NZ; Newcastle; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary

One Team culture

Professional development

Facilities in Newcastle CBD with ample

Healthy Lifestyle Program

Job summary

MACH Energy is seeking a Shipping Officer to manage export shipping and customs documentation for coal exports from Port of Newcastle. You will liaise with vessel Masters and agents, prepare Bills of Lading, EDNs, and related paperwork, and coordinate laytime and demurrage processes to keep shipments moving and compliant.

The role requires 3–5 years in bulk shipping or port logistics, a tertiary qualification in Business/International Trade/Logistics, and strong MS Office skills.

Qualifications

• 3–5 years’ experience in bulk shipping, port logistics or maritime operations, specifically dealing with bulk commodities.
• Tertiary qualification in Business, International Trade, Logistics or a related field.
• Experience preparing and managing export shipping and customs documentation, including Bills of Lading, Cargo Manifests, Statements of Fact, Stowage Plans, Shipper’s Declarations, Certificates of Origin and EDNs
• Experience preparing and negotiating laytime calculations, with sound commercial awareness of demurrage exposure and dispute prevention
• Experience liaising directly with vessel agents, vessel Masters and internal stakeholders (including Accounts) throughout the shipping and laytime cycle
• General exposure to vessel berthing, loading and sailing coordination in a port environment
• Experience using the Australian Government Department of Home Affairs Cargo Interactive system
• Working knowledge of Incoterms (e.g. FOB, CFR, CIF)
• Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• A high level of accuracy and attention to detail when preparing statutory, customs and commercial shipping documentation
• Excellent communication, negotiation and problem-solving skills, and the ability to stay organised and meet deadlines under high-pressure, time-sensitive conditions
• A current Australian driver’s licence

Responsibilities

• Preparing and issuing Shipper’s Declarations for each shipment parcel and submitting them to AMSA and the vessel’s agent
• Drafting pre-shipment cargo documentation, including Bills of Lading, Statements of Fact, Cargo Manifests, Stowage Plans, Proforma Invoices and Certificates of Origin, in line with Letters of Credit and shipping instructions
• Raising Export Declaration Numbers (EDNs) and preparing pre-arrival documentation for vessel agents
• Reviewing, accepting and returning Notices of Readiness in accordance with contract requirements
• Preparing shipment fixture nominations for the Superintendent Company and coordinating with the Marine Surveyor
• Finalising documentation for the Master’s review and signing, and coordinating the release, endorsement and courier dispatch of Original Bills of Lading and cargo documents
• Providing timely shipment updates to customers, including port times, draught survey results and final Bills of Lading
• Preparing laytime calculations, resolving routine laytime queries with customers, and working with the Accounts team on demurrage debit notes and despatch invoices
• Maintaining accurate export documentation status tracking and vessel records for all shipments

Skills

Bulk shipping

Port logistics

Maritime operations

Attention to detail

Communication skills

Negotiation skills

Problem solving

Time management

Driver's license

Education

Tertiary qualification in Business/International Trade/Logistics

Tools

Microsoft Office

Cargo Interactive system

Job description

About the Client:

MACH Energy operates a modern, low-cost coal mining operation in the Hunter Valley, benefiting from a low strip ratio and an efficient fleet of excavators, trucks, and other essential mining equipment. They are continuously expanding their operations year in, year out, supported by significant infrastructure investments and strategic growth plans.

Based in the heart of Newcastle's CBD, MACH Energy’s newly appointed corporate office offers breathtaking views of the harbour. They have state-of-the-art facilities, including video conferencing, end-of-trip facilities, a large kitchen, and an array of employee meeting and break-out spaces – plus parking!

About the Role:

Reporting to the Senior Contract & Shipping Officer, the Shipping Officer is responsible for preparing and coordinating the shipping, customs and cargo documentation required for the export of coal, and supporting the coordination of vessel loading, laytime and demurrage processes. As the primary point of liaison with the vessel, the vessel’s Master and the vessel’s agent throughout the shipping cycle, you’ll play a key role in keeping MACH Energy’s coal shipments moving smoothly and compliantly out of the Port of Newcastle.

Key responsibilities include:

• Preparing and issuing Shipper’s Declarations for each shipment parcel and submitting them to AMSA and the vessel’s agent
• Drafting pre-shipment cargo documentation, including Bills of Lading, Statements of Fact, Cargo Manifests, Stowage Plans, Proforma Invoices and Certificates of Origin, in line with Letters of Credit and shipping instructions
• Raising Export Declaration Numbers (EDNs) and preparing pre-arrival documentation for vessel agents
• Reviewing, accepting and returning Notices of Readiness in accordance with contract requirements
• Preparing shipment fixture nominations for the Superintendent Company and coordinating with the Marine Surveyor
• Finalising documentation for the Master’s review and signing, and coordinating the release, endorsement and courier dispatch of Original Bills of Lading and cargo documents
• Providing timely shipment updates to customers, including port times, draught survey results and final Bills of Lading
• Preparing laytime calculations, resolving routine laytime queries with customers, and working with the Accounts team on demurrage debit notes and despatch invoices
• Maintaining accurate export documentation status tracking and vessel records for all shipments

To be successful in this role you will have:

• 3–5 years’ experience in bulk shipping, port logistics or maritime operations, specifically dealing with bulk commodities
• A tertiary qualification in Business, International Trade, Logistics or a related field
• Demonstrated experience preparing and managing export shipping and customs documentation, including Bills of Lading, Cargo Manifests, Statements of Fact, Stowage Plans, Shipper’s Declarations, Certificates of Origin and EDNs
• Experience preparing and negotiating laytime calculations, with sound commercial awareness of demurrage exposure and dispute prevention
• Experience liaising directly with vessel agents, vessel Masters and internal stakeholders (including Accounts) throughout the shipping and laytime cycle
• General exposure to vessel berthing, loading and sailing coordination in a port environment
• Experience using the Australian Government Department of Home Affairs Cargo Interactive system
• Working knowledge of Incoterms (e.g. FOB, CFR, CIF)
• Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• A high level of accuracy and attention to detail when preparing statutory, customs and commercial shipping documentation
• Excellent communication, negotiation and problem-solving skills, and the ability to stay organised and meet deadlines under high-pressure, time-sensitive conditions
• A current Australian driver’s licence

What’s on Offer:

• Attractive salary and benefits package tailored to your experience and skills
• Join a company that values a One Team culture
• Ongoing professional development to support your growth
• State-of-the-art facilities in the Newcastle CBD, with parking
• Access to MACH Energy’s Healthy Lifestyle Program