Operations Assistant, Sea Freight Billing

X-giants International; Shah Alam; On-site; MYR 33,000 - 61,000; Full time

Job summary

X-giants International in Shah Alam, Selangor, is seeking an Operations Assistant for Sea Freight Billing. The role focuses on billing, invoicing, and coordinating with internal teams to ensure compliant and timely billing processes.

You will use CW1 and Webcost systems to generate invoices, reconcile data, and resolve billing discrepancies. Strong Excel and communication skills are essential for success in this position.

Qualifications

• 1 year of billing, invoicing, or accounts receivable experience in seafreight or freight forwarding.
• 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

• Utilize CW1 or similar billing system to generate invoices accurately.
• Verify and reconcile billing data with supporting documents.
• Collaborate with Operations, Sales and Finance to gather information for billing.
• Ensure timely invoicing of shipments per KPI and SOP requirements.
• Update costs in CW1 and manage supplier invoices in Webcost.
• Process COD payments with Finance and generate credit notes or invoices for PRS.
• Update internal/external systems with accurate billing data.
• Adhere to customer SOPs and global standard processes.
• Handle billing inquiries and disputes with customers and overseas offices.
• Maintain monthly customer reporting deadlines and accuracy.

Skills

Billing systems

Excel

Attention to detail

Analytical skills

Communication

Tools

CW1

Webcost

Job description

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Operations Assistant, Sea Freight Billing

X-giants International – Shah Alam, Selangor

• 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.