Export Operation Assistant (Sea Freight) | Contract | Salary up to RM 3500

Adecco; Selangor; On-site; MYR 36,000 - 43,000; Full time

Job summary

Adecco seeks an Operations Assistant for Sea Freight Export in Malaysia. The role is a 6-month onsite contract located in Bukit Jelutong, with standard Mon-Fri hours.

The incumbent will handle shipment bookings, documentation, and data entry across CW1 and related systems, coordinating with carriers and customers to ensure timely delivery. Salary is basic up to RM 3,500, with statutory contribution, leave entitlement, and medical insurance.

Qualifications

• Minimum 1 year of experience in sea freight or freight forwarding.
• Proficient with MS Excel, Word, PowerPoint and Email.

Responsibilities

• Coordinate enquiries, bookings and document requests for seafreight shipments via email, phone or fax.
• Register shipments into CW1 and ensure compliance with SOPs.
• Update shipment data across internal/external systems in a timely manner.
• Communicate shipment details with stakeholders including carriers, agents and customers.
• Verify documents such as Bill of Lading, Master BL, packing lists and certificates.
• Ensure dangerous goods documentation is complete and compliant.
• Follow up on permits, cargo status, and escalations as per SOPs.
• Assist in invoicing, costings, and release of shipments.
• Support monthly report generation and finance-related queries.

Skills

Seafreight knowledge

MS Excel

MS Word

MS PowerPoint

Email etiquette

Tools

CW1 system

Job description

Role: Operations Assistant, Sea Freight Export

Industry: Logistics & Supply Chain / Freight Forwarding / Transportation

Working Duration: 6 months contract

Working Location: Bukit Jelutong, Onsite

Working Day/Hours: Mon-Fri (8.30am to 5.30pm)

Salary: Basic up to RM 3,500 (Based on experience + skills) + statutory contribution + leave entitlement + medical insurance

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Respond and coordinate to enquiry, booking(s) and document(s) request on seafreight shipments from external and internal stakeholders via emails, telephones or fax, as required.
• Registration of shipments into the forwarding system CW1 on time, accurately and accordance to compliance and SOP.
• Update all required systems - internal/ external with correct and required shipment data timely
• Timely creation, submission, follow up, coordinate, communicate shipment information with stakeholders (ie subcontractors, shipping lines, shipping agents, freight forwarders, customers and overseas offices) accordance to company’s policy, procedure and SOP from booking, Bill of lading, cartage advice, advance manifest submission, costing and invoicing, release of Bill of Lading and receipt of Proof of Delivery on Door Delivery shipments.
• Verification of the completeness and accuracy of all forwarding documents ie Bill of Lading, Master Bill of Lading, shipping certificate, advance manifest, SOLAS/VGM submission etc.
• Ensure all dangerous goods/hazardous cargo documents are in place and procedures are met with approval from carrier where necessary.
• Work and Monitor Permit Declaration activity with permit declaration vendor Proactive correspond, communicate and follow up on emails.
• Follow cargo/shipment irregularity handling procedures Escalation of all impediments to processing to direct reporting manager.
• Adherence to customer specific SOPs.
• Communicate all cargo related incidents to customer service/ external brokerage house (short
• Adherence to Global standard processes /procedures and to Corporate Standard & Governance
• Participate in company projects and initiatives as required
• Initiate and follow up on cargo and insurance claims with customers/surveyors and other company offices on damaged or missing cargo.
• Engage and initiate discussion with local and regional procurement on rates and space Sorting and uploading of required documents into eDoc timely
• Timely send pre-alert of shipments to relevant stakeholders ie customer(s) and destination office upon vessel departure
• Maintain accountability and accuracy for updating and meeting deadlines for monthly reports required by customers
• Ensure timely invoicing of shipment as per company KPI Release invoices to customers with supporting document according to requirement or SOP
• Ensure payment collection prior release of shipment(s) for customer(s) under cash term. Ensure shipment costs are updated correctly in CW1,
• Verify vendor/intercompany invoices and raise disputes for incorrect invoices
• Handle dispute and queries from customers and company overseas offices on billing matters and resolve them in a timely manner.
• Monitor and update respective sale personnel on the validity date of all customers’ quotations
• Participate in company projects and initiatives as required.

(Skills, knowledge, and on-the-job abilities required to carry out the job proficiently)

QUALIFICATIONS

• With at least 1 year of working experience in a relevant experience in seafreight or freight forwarding industry will be preference.
• Proficient in computer software such as MS Excel, Word, PowerPoint and Email.