Import/ Export Senior Executive

XIN HWA SUPPLY CHAIN SDN BHD; Shah Alam; On-site; MYR 48,000 - 72,000; Full time

Job summary

XIN HWA SUPPLY CHAIN SDN BHD is seeking an Import/Export Senior Executive to coordinate and manage import/export shipments across air, sea, and road, ensuring accurate documentation and timely handling. The role requires close coordination with carriers, overseas agents, customers, and internal teams to maintain smooth logistics operations.

You will handle customs compliance, prepare comprehensive shipping documents, and provide proactive updates on shipment status, delays, and costs while

Qualifications

• Diploma or Degree in Logistics, International Trade, Business Admin or related field.
• Minimum 3 years of experience in freight forwarding, shipping, or logistics operations.
• Fresh graduates with logistics/freight internship may be considered.
• Experience in import/export documentation and customs processes is an added advantage.

Responsibilities

• Coordinate end-to-end import/export shipments (air, sea, road) including customs clearance.
• Prepare shipping documents such as BL/AWB, invoices, packing lists, COO, permits, and manifests.
• Serve as primary contact for customers on shipment matters and provide updates.
• Liaise with warehouse, transportation, finance, and billing teams to ensure smooth operations.
• Assist in preparing freight quotations and update costing sheets.
• Ensure compliance with customs laws, incoterms, HS codes, and regulatory SOPs.

Education

Diploma or Degree in Logistics/International Trade

Tools

Excel

Freight management systems

Carrier portals

Job description

The Import/Export Senior Executive is responsible for coordinating and managing import and export, customs operations, ensuring timely shipment handling, accurate documentation, and strong customer communication. The role requires close coordination with carriers, customers, overseas agents, and internal teams to ensure smooth and efficient logistics operations.

Job Responsibilities

1. Shipment Operations Management

Coordinate and manage end-to-end import and export shipments (air, sea, and road) including custom clearance.

Arrange bookings with airlines, shipping lines, carriers, and co-loaders.

Monitor shipment status, ensuring timely pick-up, loading, departure, transit, and arrival.

Provide proactive updates regarding shipment progress and delays.

Prepare, check, and process all shipping documents including BL/AWB, invoices, packing lists, COO, permits, and manifests.

Ensure compliance with customs requirements and regulatory documentation.

Issue pre-alerts, arrival notices, and manage document releases.

3. Customer Service & Communication

Act as the primary point of contact for customers on shipment matters.

Manage customer enquiries, provide updates, and ensure high service satisfaction.

Coordinate communication with overseas agents, freight partners, and internal teams.

4. Coordination With Internal Departments

Liaise with warehouse, transportation, finance, and billing teams to ensure smooth operations.

Ensure freight-related charges, handling fees, and operational costs are correctly captured.

Assist the billing department with supporting documents and shipment details.

5. Costing & Quotation Support

Assist in preparing freight quotations for customers.

Communicate with carriers and vendors to obtain competitive freight rates.

Update costing sheets and ensure rate approvals before confirmation.

6. Compliance & Regulatory Requirements

Ensure import/export operations comply with customs laws, trade regulations, and company SOPs.

Apply correct Incoterms, HS codes, and ensure proper handling for special cargo (DG, oversized, temperature-controlled).

Handle shipment delays, port issues, customs clearance problems, or documentation errors.

Provide solutions and follow up until issues are fully resolved.

8. Reporting

Prepare daily/weekly shipment reports and operational KPIs.

Highlight abnormalities, operational challenges, and improvement suggestions.

Job Requirements / Qualifications

Education & Experience

Diploma or Degree in Logistics, Supply Chain, International Trade, Business Administration, or related field.

Min 3 years of experience in freight forwarding, shipping, or logistics operations.

Fresh graduates with logistics/freight internship experience may be considered.

Experience in import/export documentation and customs processes is an added advantage.

Technical Skills

Good understanding of air/sea freight operations, Incoterms, HS codes, and trade procedures.

Familiar with carrier portals, shipping platforms, or freight management systems.

Proficient in Microsoft Office, especially Excel.

Knowledge of DG cargo, permit applications, or customs clearance is beneficial.

Soft Skills

Strong communication and coordination abilities (Mandarin/English/Malay). We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking head of departments from China and clients.

Good problem-solving skills with a high level of accuracy and attention to detail.

Ability to multitask and thrive in a fast-paced environment.

Customer-oriented with professional service attitude.

Personal Qualities

Responsible, reliable, and proactive.

Strong sense of urgency and ownership in daily operations.

Able to work independently and as part of a team.

Willing to learn and adapt to industry changes.