Operation Assistant, Sea Freight Export

Adecco; Selangor; On-site; MYR 42,000 - 65,000; Full time

Job summary

Adecco is seeking a logistics assistant to respond to inquiries, coordinate bookings, and document requests for seafreight shipments. You will register shipments in CW1, update systems, and communicate with subcontractors, shipping lines, freight forwarders, customers, and overseas offices in line with SOPs.

Responsibilities include verifying documents (BL, SOLAS/VGM, manifests), ensuring compliance, and supporting invoicing and payments.

Qualifications

• At least 1 year of experience in seafreight or freight forwarding.
• Proficient in MS Office suite and email communications.

Responsibilities

• Handle inquiries, bookings and documents via email/phone.
• Register shipments in CW1 system accurately and on time.
• Coordinate with stakeholders and update internal/external systems.

Skills

Seafreight ops

MS Excel

MS Word

MS PowerPoint

Email

Tools

MS Excel

MS Word

PowerPoint

Job description

• 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 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 overseas offices on billing matters and resolve them in a timely manner.
• Monitor & .. dur ...?
• Monitor and update respective sale personnel on the validity date of all customers’ quotations
• Participate in company projects and initiatives as required

QUALIFICATIONS

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

• 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.