Operations Assistant, Sea Freight Billing

X-GIANTS GROUP; Shah Alam; On-site; MYR 33,000 - 60,000; Full time

Job summary

X-GIANTS GROUP is seeking an Operations Assistant to handle sea freight billing, invoicing, and accounts receivable tasks. You will work with internal teams to ensure accurate and timely invoices, resolve discrepancies, and support cash flow processes within the forwarding operations.

The role requires attention to detail and familiarity with CW1 or similar systems, plus MS Office tools. The position offers an on-site role in Malaysia, with opportunities to collaborate across Operations, Sales

Qualifications

• At least 1 year of working experience in billing, invoicing, or accounts receivable in Seafreight or freight forwarding is preferred.
• Proficient in MS Excel, Word, PowerPoint and Email.
• Strong attention to detail with analytical and problem-solving skills.
• Knowledge of international shipping, logistics, or supply chain management is a plus.

Responsibilities

• Generate invoices using CW1 (or similar) billing system based on provided data.
• Verify and reconcile billing data with supporting documentation for accuracy.
• Collaborate with Operations, Sales and Finance to gather billing information and resolve inquiries.
• Ensure timely invoicing of shipments per KPI and SOP.
• Update billing data in CW1 and manage supplier invoices in Webcost.
• Facilitate COD payment requests from Finance.
• Create credit notes or invoices for PRS.
• Maintain required systems with accurate billing data and deadlines.
• Adhere to customer SOPs and governance policies.
• Participate in company projects and stay informed on industry regulations.

Skills

Attention to detail

Analytical skills

Problem solving

Tools

CW1 billing system

Webcost

MS Excel

MS Word

PowerPoint

Email

Job description

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Operations Assistant, Sea Freight Billing

• Perform the pro-active & comprehensive service to the customer relating to all functions of Seafreight Export / Import regarding billing, supplier invoice and communicating with related team members,


• Shippers, Vendors and Network offices within the set performance standards to achieve operational excellence and total customer satisfaction


• To be responsible for ensuring accurate and timely billing processes in compliance with company policies and procedures.


• To work closely with internal teams, clients, and vendors to manage invoicing and resolve billing discrepancies efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Utilize and navigate the CW1 (or similar) billing system effectively to generate invoices accurately based on the provided data, ensuring adherence to established billing procedures and client agreements.


• Verify and reconcile billing data with supporting documentation to guarantee accuracy and completeness.


• Collaborate with various departments, including Operations, Sales, and Finance, to gather necessary information for billing purposes and address any billing-related inquiries.


• Ensure timely invoicing of shipment as per company KPI Release invoices to customers with


• supporting document according to requirement or SOP


• Ensure shipment costs are updated correctly in CW1 and to manage supplier invoices in Webcost


• Facilitate the process of requesting Cash on Delivery (COD) payments from Finance department


• Request and generate credit note / or invoice for PRS (Profit Share)


• Update all required systems - internal/ external with correct and required billing data timely


• Adherence to customer specific SOPs that is related to Billing procedures.


• Adherence to Global standard processes /procedures and to Corporate Standard & Governance policies.


• Participate in company projects and initiatives as required


• Sorting and uploading of required documents into eDoc timely


• 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


• Verify vendor/intercompany invoices and raise disputes for incorrect invoices


• Handle dispute and queries from customers and DSV 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


• Stay informed about industry regulations and best practices to ensure compliance and recommend improvements to existing billing procedures.

QUALIFICATIONS

• With at least 1 year of working experience in ) in billing, invoicing, or accounts receivable in Seafreight or freight forwarding industry will be preferred.


• Proficient in computer software such as MS Excel, Word, PowerPoint and Email


• Strong attention to detail with excellent analytical and problem-solving skills.


• Knowledge of international shipping, logistics, or supply chain management is a plus.