Coordinator Customer Administration

Ocean Network Express; Sint-Agatha-Berchem; On-site; EUR 35,000 - 55,000; Full time

Benefits offered by this job

1 year contract

Market based salary

26 Holiday days per year

Holiday allowance

13th month

Lunch vouchers

Eco Vouchers

Pension Plan

Hospitalisation Insurance

Occupational Disability Insurance

Commuting Allowance

Job summary

Ocean Network Express (Europe) Ltd. Filial in Finland is seeking a Coordinator Customer Administration to manage operational and customer documentation tasks.

You will handle shipping instructions, Bill of Lading drafts, and final releases, ensuring timely, accurate documentation in collaboration with the Customer Care team. You will oversee manifest submissions to customs, advise clients on L/Cs and trade regulations, and maintain up-to-date knowledge of SOP changes and regulatory guidelines.

Qualifications

• Experience in export documentation processes
• Knowledge of shipping documentation and B/L processing
• Familiarity with customs regulations and deadlines
• Attention to data accuracy and regulatory compliance
• Ability to coordinate with multiple teams and stakeholders

Responsibilities

• Act as a specialist in export documentation processes including S/I, B/L drafts, and final releases.
• Oversee manifest submissions to customs and authorities in line with international maritime rules.
• Advise customers on Bill of Lading requirements, L/Cs, and trade regulations to prevent delays.
• Perform administrative tasks including dispute resolution and follow-ups with customers.
• Keep up-to-date with SOP changes, industry developments, and invoicing guidelines.

Job description

Job Purpose & Primary Job Responsibilities

As Coordinator Customer Administration, you are responsible for the overall execution of operational and customer documentation tasks, ensuring high-quality service by delivering on agreed targets and objectives. A critical focus of this role lies in shipping documentation, manifest handling, and Bill of Lading processing. In cooperation with the Customer Care team and supported by ONE's growing range of digital tools, you contribute directly to the end-to-end customer experience of both Key Accounts and ONECare clients.

Main responsibilities

Day to Day Operations & Documentation

• Act as a specialist in export documentation processes, ensuring the accurate and timely handling of shipping instructions (S/I), Bill of Lading (B/L) drafts, and final releases.
• Oversee and execute manifest submissions to customs and relevant authorities in strict compliance with international maritime rules and regulatory deadlines.
• Maintain in-depth knowledge of Bill of Lading requirements, letters of credit (L/C), and trade regulations to advise customers and prevent operational delays.
• Execute assigned administrative tasks, including dispute resolution and customer follow-ups as required.
• Proactively keep abreast of internal SOP changes, industry developments, and legal guidelines governing documentation and invoicing.

Process & Quality Management

• Safeguard data accuracy across all issued documents and submissions to prevent customs penalties, vessel roll-overs, or operational bottlenecks.
• Ensure defined quality standards, documentation turnaround times, and team KPIs are consistently met or exceeded.

Communication & Collaboration

• Maintain seamless collaboration with ONECare Service Agents, Customer Care Coordinators, and overseas offices.
• Communicate proactively and effectively with shippers, forwarders, and relevant stakeholders to resolve documentation discrepancies swiftly.
  

What we offer

• 1 year contract
• Market based salary
• 26 Holiday days per year
• Holiday allowance
• 13th month
• Lunch vouchers
• Eco Vouchers
• Pension Plan
• Hospitalisation Insurance
• Occupational Disability Insurance
• Commuting Allowance