Executive - Ocean Export Operations - Freight Forwarding

The Peninsular and Oriental Steam Navigation Company; Gurugram District; In loco; INR 600.000 - 1.200.000; Tempo pieno

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The Peninsular and Oriental Steam Navigation Company is seeking a skilled Ocean Export Coordinator to manage end-to-end shipments from booking to pre-alert. You will coordinate with shipping lines, NVOCCs, and brokers to ensure timely, compliant documentation and smooth execution of both FCL and LCL exports.

You will track milestones, monitor vessel schedules, and proactively flag delays while maintaining accurate system updates.

Mansioni

• Execute end-to-end ocean export shipments from booking through documentation, customs clearance, vessel departure, and pre-alert.
• Coordinate FCL and LCL export shipments with customer SOPs.
• Coordinate shipment bookings with shipping lines/NVOCCs based on routing and customer needs.
• Track milestones from booking confirmation through vessel departure and pre-alert.
• Ensure adherence to vessel cut-offs, SI cut-offs, VGM deadlines, and port timelines.
• Monitor vessel schedules, rollovers, blank sailings, port congestion and equipment shortages.
• Flag delays or issues and coordinate timely resolution with stakeholders.
• Maintain accurate shipment status in the operating system.
• Execute shipments according to customer SOPs and service requirements.
• Prepare and coordinate shipping documentation including Shipping Instructions and Bills of Lading.
• Verify HBL/MBL details and coordinate corrections with customers, lines, and agents.
• Coordinate with Customs Broker/CHA teams for timely clearance and documentation fixes.
• Ensure compliance with customs, port, shipping line, regulatory, and company requirements.
• Maintain shipment records per SOPs and audit requirements.
• Identify documentation discrepancies and correct promptly.
• Coordinate with shipping lines, NVOCCs, CFSs, ICDs, transporters, and brokers for smooth execution.
• Follow up on bookings, equipment availability, and gate-in/dates.
• Resolve booking failures, equipment shortages, and delays with stakeholders.
• Track vendor and line performance and highlight recurring issues.
• Provide inputs on carrier performance and capacity constraints.
• Provide shipment status updates to customers and internal stakeholders.
• Coordinate with Sales and Customer Service to meet customer requirements.
• Respond to operational queries and escalate customer complaints as needed.
• Follow customer SOPs and ensure all requirements are met.
• Maintain proactive communication to minimize failures and escalations.
• Monitor shipments from booking to vessel departure and ensure milestones are met.
• Track delays, congestion, equipment shortages, and documentation gaps.
• Coordinate with stakeholders to resolve issues and minimize customer impact.
• Escalate critical or recurring exceptions promptly.
• Maintain accurate records of shipment exceptions and closure.
• Identify opportunities to reduce errors and costs.
• Monitor shipment-related costs and detention/demurrage risks.
• Coordinate with Finance for invoice validation and billing issues.
• Ensure activities stay within approved guidelines.
• Support process improvements to boost efficiency and customer experience.
• Support Operations team with day-to-day shipment execution and workload coordination.
• Assist team with queries and exceptions and ensure compliance.
• Onboard and share knowledge with new team members.
• Contribute to a collaborative, customer-focused operations environment.
• Track KPIs like on-time vessel departure and booking success rate.
• Prepare regular shipment and status reports.
• Identify recurring trends and corrective actions.
• Support implementation of process improvements to enhance efficiency and customer experience.
• Coordinate with Sales, Pricing, Customer Service, Procurement, Finance, and overseas offices for execution.
• Provide inputs on routing, transit times, and service feasibility.
• Support onboarding of new customers and trade lanes.

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Key Responsibilities

• Execute end-to-end ocean export shipments from booking through documentation, customs clearance, vessel departure, and pre-alert.
• Coordinate FCL and LCL export shipments in line with customer requirements and agreed SOPs.
• Coordinate shipment bookings with shipping lines/NVOCCs based on routing, transit time, equipment availability, and customer requirements.
• Track key shipment milestones including booking confirmation, container planning, empty pickup, stuffing, customs clearance, gate-in, documentation, vessel departure, and pre-alert.
• Ensure adherence to vessel cut-offs, SI cut-offs, VGM deadlines, port/CFS timelines, and other operational milestones.
• Monitor vessel schedules, rollovers, blank sailings, port congestion, equipment shortages, and other operational disruptions.
• Proactively flag potential delays or service issues and coordinate with relevant stakeholders for timely resolution.
• Ensure accurate and timely updating of shipment status in the operating system.
• Execute shipments in accordance with customer-specific SOPs and service requirements.

Documentation & Compliance

• Prepare and coordinate shipping documentation including Shipping Instructions, Bill of Lading, VGM, invoices, packing lists, certificates, and other required documents.
• Verify HBL/MBL details and coordinate with customers, shipping lines, and agents for corrections or amendments.
• Coordinate with Customs Brokers/CHA teams to support timely customs clearance and resolution of documentation issues.
• Ensure compliance with applicable customs, port, shipping line, regulatory, and company requirements.
• Maintain accurate shipment records and documentation in line with internal SOPs and audit requirements.
• Identify documentation discrepancies and ensure timely correction to avoid shipment delays.

Shipping Line & Vendor Coordination

• Coordinate with shipping lines, NVOCCs, CFSs, ICDs, transporters, customs brokers, and other service providers for smooth shipment execution.
• Follow up on bookings, equipment availability, container release, gate-in, documentation, vessel schedules, and sailing confirmations.
• Coordinate resolution of booking failures, equipment shortages, rollovers, vessel delays, and other service issues.
• Track vendor and shipping line performance and highlight recurring operational issues to the concerned stakeholders.
• Provide operational inputs on carrier/service performance and capacity constraints where required.

Customer Service & Stakeholder Coordination

• Provide timely shipment status updates and communicate operational milestones, delays, and exceptions to customers and internal stakeholders.
• Coordinate closely with Sales and Customer Service teams to ensure customer requirements are delivered as committed.
• Respond to operational queries and support timely resolution of customer complaints and escalations.
• Follow customer-specific SOPs and ensure all operational requirements are adhered to.
• Maintain proactive communication with customers and internal stakeholders to minimize service failures and escalations.

Shipment Tracking & Exception Management

• Monitor shipments from booking to vessel departure and ensure all critical milestones are completed within defined timelines.
• Track delays, rollovers, port congestion, equipment shortages, customs issues, documentation gaps, and other shipment exceptions.
• Coordinate with relevant stakeholders to resolve operational issues and minimize customer impact.
• Escalate critical or recurring exceptions to the appropriate level in a timely manner.
• Maintain accurate records of shipment exceptions and ensure timely closure.
• Support identification of recurring operational issues and implementation of corrective actions.

Cost & Operational Efficiency

• Monitor shipment-related operational costs, including transportation, CFS, documentation, detention/demurrage, customs, and other applicable charges.
• Follow up on detention/demurrage risks and coordinate timely action to minimize avoidable costs.
• Coordinate with Finance and vendors for invoice validation and resolution of billing discrepancies.
• Ensure operational activities are performed within approved commercial and process guidelines.
• Identify opportunities to reduce errors, delays, manual intervention, and avoidable operational costs.

Team & Process Support

• Support the Operations team in day-to-day shipment execution and workload coordination.
• Assist team members with operational queries, shipment exceptions, and process-related requirements.
• Ensure adherence to SOPs, internal controls, and compliance requirements.
• Support onboarding and knowledge sharing for new team members where required.
• Contribute to a collaborative, accountable, and customer-focused operations environment.

Performance Tracking & Reporting

• Track operational KPIs including shipment TAT, on-time vessel departure, documentation accuracy, booking success rate, and customer escalations.
• Prepare regular shipment and operational status reports as required.
• Maintain accurate operational data and ensure timely system updates.
• Identify recurring operational trends, service failures, and process gaps and highlight them to the reporting manager.
• Support implementation of process improvements to enhance operational efficiency and customer experience.

Cross-Functional Coordination

• Coordinate with Sales, Pricing, Customer Service, Procurement, Finance, Customs, Transport, Network Offices, and Overseas Offices for shipment execution.
• Coordinate with overseas agents/offices for pre-alerts, documentation, destination requirements, and shipment-related queries.
• Provide operational inputs to Sales and Pricing teams regarding routing, transit times, carrier options, and service feasibility.
• Support implementation of new customers, trade lanes, products, and operational processes.
• Coordinate with global and regional stakeholders for resolution of shipment-related operational issues.