Export Operational Staff

Rhenus Logistics Indonesia PT.; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 89,280,000 - 133,920,000; Full time

Job summary

Rhenus Logistics Indonesia PT. is seeking a proactive Export Logistics Coordinator to manage export shipments from booking to post-shipment activities, coordinating with customers, carriers, and internal teams, to ensure accurate and timely delivery.

You will review documents, ensure SI and BL accuracy, monitor shipments, handle billing and vendor invoices, and maintain auditable records with a focus on accuracy, timeliness, and customer satisfaction.

Qualifications

• Bachelor's degree in Logistics & Transport Management.
• Fluent in English and Bahasa (written and spoken).
• Experience in export freight forwarding processes.
• Knowledge of SI, BL, VGM, CY Closing and vessel cut-off.
• Familiarity with freight forwarding costing and billing.

Responsibilities

• Manage export shipments from booking through post-shipment activities.
• Review and verify shipping documents and cut-offs (SI, VGM, BL).
• Coordinate with customers, carriers, and internal teams to ensure on-time operations.
• Monitor shipment status, communicate updates, and resolve issues.
• Prepare customer and vendor invoices; ensure accuracy and timeliness.

Skills

English proficiency

Bahasa Indonesia

Attention to detail

Coordination

Education

Bachelor's degree in Logistics & Transport Management

Tools

TMS

ERP systems

Excel

Job description

What You Can Expect :1. Booking & Shipment ArrangementReceive and review export shipment instructions from customers / Sales / Customer Service.Check shipment details including Shipper & Consignee, POL / POD, Vessel / Voyage, ETD / ETA, container type and quantity, commodity, gross weight / measurement, and special requirements.Submit booking request to shipping line / carrier.Follow up booking confirmation and ensure vessel schedule meets customer requirements.Coordinate with customer, shipping line, trucking, warehouse, depot, and internal teams regarding shipment arrangements.Communicate booking confirmation and cut-off information to relevant parties.Monitor booking status and resolve booking issues or changes.2. Pre-Shipment & DocumentationMonitor important export cut-off schedules, including CY Closing, SI Cut-off, VGM Cut-off, and Documentation Cut-off.Coordinate container release, trucking arrangement, and empty container pick-up where applicable.Ensure shipping documents received from customer are complete and accurate.Check commercial invoice, packing list, SI, VGM, and other required export documents.Coordinate with relevant parties for customs clearance and export documentation when included in the service scope.3. Shipping Instruction (SI)Prepare and/or review Shipping Instruction based on customer documents.Ensure SI information is consistent with Commercial Invoice, Packing List, Booking Confirmation, VGM, and customer instruction.Submit SI to the shipping line before the applicable SI cut-off.Follow up SI submission status and amendments.Coordinate with customer and shipping line in case of discrepancy or amendment.Ensure final SI is submitted and accepted by the shipping line.4. Bill of Lading (BL) CoordinationFollow up Draft Bill of Lading from shipping line / carrier.Check BL details against customer-approved SI and supporting documents.Coordinate BL correction / amendment when required.Obtain customer confirmation / approval of Draft BL.Follow up issuance of Original BL, Sea Waybill, or other applicable transport documents.Ensure final BL details are accurate and properly distributed to relevant parties.5. Shipment MonitoringMonitor shipment status from container pick-up/loading until vessel departure.Monitor actual ETD and communicate delays or schedule changes to customer and internal stakeholders.Follow up transshipment or vessel changes where applicable.Maintain accurate shipment status in the company's operational system.Ensure all shipment milestones are properly updated.6. Customer CommunicationProvide shipment updates to customers on a timely basis.Respond to customer inquiries regarding booking, vessel schedule, cut-off, container status, SI, BL, shipment departure, documentation, and charges.Escalate operational issues to Supervisor / Manager when required.Maintain professional communication and good customer service.7. Customer Billing / ARPrepare customer billing based on agreed quotation, tariff, and shipment scope.Verify applicable charges, including Ocean Freight, Origin Charges, Documentation Fee, THC, Handling Charges, Trucking, Customs Clearance, and other applicable charges.Ensure billing is consistent with the approved quotation / SOP.Prepare and issue customer invoice and supporting documents.Submit invoice to customer within the required billing timeline.Coordinate with Finance / AR team regarding invoice submission and outstanding documents.Follow up customer billing discrepancies when required.8. Vendor Billing / APReceive and verify invoices from shipping lines, trucking companies, depots, terminals, agents, and other vendors.Match vendor invoices against Booking, quotation / agreed rates, purchase order / job file, shipment details, and vendor supporting documents.Verify vendor charges and identify discrepancies.Prepare / submit AP documents to Finance according to company procedure.Ensure vendor invoices are submitted within the required closing / payment timeline.Coordinate with vendors and Finance regarding invoice discrepancies.9. Job File & Documentation ControlEnsure all shipment documents are properly maintained in the operational system / job file.Maintain complete documentation, including Booking Confirmation, SI, VGM, BL, Commercial Invoice, Packing List, Customs documents, Vendor invoices, Customer invoices, and other supporting documents.Ensure documents are uploaded / filed according to company SOP.Maintain accurate and auditable shipment records.10. Shipment ClosingEnsure all operational activities are completed after vessel departure.Confirm final shipment status and actual sailing details.Ensure customer invoice has been issued.Ensure vendor invoices / AP documents have been submitted.Ensure all shipment costs and revenue are properly captured in the system.Close the job file within the required timeline.Highlight any outstanding cost, revenue, documentation, or operational issue to the Supervisor / Manager.What You Bring:Bachelor degree in any fields preferably in Logistics & Transport Management.Must be able to read, write and speak in English and BahasaMinimum years experiences in export freight forwarding processesUnderstanding of ocean freight and shipping line procedures.Understanding of SI, BL, VGM, CY Closing, and vessel cut-off.Basic knowledge of export customs procedures.Understanding of freight forwarding costing and billing.Familiarity with freight forwarding / TMS / ERP systems.Good Microsoft Excel and documentation skills.Strong attention to detail.Good communication and coordination skills.Ability to work under pressure and meet cut-off deadlines.Problem-solving skills.Time management.Customer-oriented mindset.Ability to coordinate multiple shipments simultaneously.Ability to work cross-functionally with Sales, Customer Service, Finance, Customs, Warehouse, Trucking, Shipping Lines, and Customers.