Cargo Operations Planning & Execution (Admin Ops)

Hapag-Lloyd Business Services (Malaysia) Sdn. Bhd; Petaling Jaya; On-site; MYR 67,000 - 112,000; Full time

Job summary

Hapag-Lloyd AG is seeking a Cargo Operations Planning & Execution (Admin Ops) professional to support the operations team in Malaysia. The role involves handling WO issuance, invoicing, and end-to-end administrative tasks to ensure accurate billing and timely service settlement.

You'll coordinate with vendors, internal operations, and finance, maintain compliance, and support month-end processes while leveraging MS Office and existing Hapag-Lloyd systems.

Qualifications

• University Degree, Diploma in Marine Studies, experience as a Nautical Officer, or similar qualification in liner shipping or logistics.
• Fresh graduates welcome to apply.
• Fluent in written and spoken English.
• Excellent communication and negotiation skills.
• Knowledgeable in MS Office applications.
• Highly analytical mindset, ability to work systematically under pressure.
• Previous knowledge/experience of Hapag-Lloyd systems/FIS.

Responsibilities

• Prepare and issue WO for operational services.
• Coordinate with internal operations to validate costs before issuing WO.
• Ensure vendor agreements, rates, and service descriptions are accurate and up to date.
• Flag discrepancies or irregularities in billing or vendor charges.
• Ensure timely and accurate invoicing to liable parties to avoid revenue delays.
• Meet audit, compliance, and data retention requirements.
• Follow Admin Ops SOP and billing processes.
• Coordinate with Finance for month-end closing and reconciliation.

Skills

Fluent English

MS Office

Analytical mindset

Communication skills

Education

University Degree

Diploma in Marine Studies

Nautical Officer experience

Tools

Hapag-Lloyd systems

Job description

Cargo Operations Planning & Execution (Admin Ops)

To support the operations team by accurately handling WO, invoicing processes and operations administrative related.

To coordinate between operations, vendors, and BA to generate, validate, and process WO and invoices, ensuring that all services rendered are properly recorded, billed, and settled without delay or error.

Function and duties:

Prepare and issue WO for operational services

Coordinate with internal operations team to validate certain costs before issuing WO

Ensure vendor agreement, rates, and service descriptions are accurate and up to date.

Flag discrepancies or irregularities in billing or vendor charges.

Ensure timely and accurate invoicing to liable party to avoid revenue delays

Ensure documents meet audit, compliance, and data retention requirements

Follow Admin Ops SOP and billing processes

Coordinate with Finance for month-end closing and reconciliation activities

Ensure accurate and timely invoicing to liable party and cost posting from vendors

Coordinate with internal stakeholders to validate service completion and cost inputs

Liaise with port agents, vendors, and terminals regarding documentation and billing queries

Perform & handle ICCL checks (internal finance controlling) - cargo related

Create TREX and follow with liable office for closure

Maintenance of terminal dates – RVT V2530

Maintain / review DG rules port related in coordination with Global DG

Qualifications and Technical Job Requirements:

University Degree, Diploma in Marine Studies, experience as a Nautical Officer, or a similar qualification or experience in Liner Shipping or Logistics.

Fresh Graduate are welcome to apply!

Fluent in written and spoken English

Excellent communication and negotiation skills

Knowledgeable in MS Office applications

With a highly analytical mindset, and the ability to work systematically under pressure

Previous knowledge/experience of Hapag-Lloyd systems/FIS

Your application will include the following questions:

• Which of the following types of qualifications do you have?
• How much notice are you required to give your current employer?
• What's your expected monthly basic salary?
• Are you available to work public holidays?
• How many years' experience do you have as a Shipping and Logistics Executive?

Logistics, Freight & Delivery Services 101-1,000 employees

Hapag-Lloyd AG is a German international shipping and container transportation company. It is currently the world's fifth largest container carrier in terms of vessel capacity.

250 modern ships, 11,8 million TEU (Twenty-foot Equivalent Unit) transported per year, around 13,400 motivated employees in 394 offices in 130 countries. Hapag-Lloyd is a leading global liner shipping company and a powerful partner for you.

We offer a fleet with a total capacity of 1.8 Million TEU, as well as a container stock of approximately 2.8 million TEU including one of the world’s largest and most modern reefer container fleets. A total of 121 liner services worldwide ensure fast and reliable connections.

Hapag-Lloyd AG is a German international shipping and container transportation company. It is currently the world's fifth largest container carrier in terms of vessel capacity.

250 modern ships, 11,8 million TEU (Twenty-foot Equivalent Unit) transported per year, around 13,400 motivated employees in 394 offices in 130 countries. Hapag-Lloyd is a leading global liner shipping company and a powerful partner for you.

We offer a fleet with a total capacity of 1.8 Million TEU, as well as a container stock of approximately 2.8 million TEU including one of the world’s largest and most modern reefer container fleets. A total of 121 liner services worldwide ensure fast and reliable connections.