Air Freight Operations Specialist (Import/Export) – with SIGN-ON BONUS

Private Advertiser; Makati; On-site; PHP 360,000 - 480,000; Full time

Job summary

Private Advertiser is seeking an Air Freight Operations Coordinator to own air freight shipment files at a designated station, handling end-to-end processes for import and export. You will manage pre-alerts, booking notifications, and validation of commercial docs, while ensuring accurate records and regulatory compliance.

You will create and link HAWB/MAWB, track milestones, and provide timely updates to clients and carriers.

Qualifications

• 1 to 3 years of professional experience in air freight operations.
• Hands-on experience with enterprise freight management systems.
• Knowledge of air compliance regulations, including HAWB/MAWB creation and security declarations.
• Strong written and verbal English communication skills.

Responsibilities

• Book and validate pre-alerts and shipment files; create and link HA/MAWB records.
• Perform daily tracking updates and maintain milestone integrity for shipments.
• Generate Arrival Notices, Delivery Orders, and document turnover packages for customs brokers.
• Record revenue/cost charges, issue invoices, and complete file billing.
• Flag escalations for blocked clearances or aging files and inform station leadership.

Skills

English communication

Attention to detail

Time management

Tools

Freight management software

Job description

Position Description

The Air Freight Operations Coordinator serves as the primary owner of air freight shipment files at an assigned station, executing standard end-to-end air freight processes across both import and export modes. This role is responsible for processing pre-alerts and booking notifications, validating commercial documentation, maintaining shipment records, managing House and Master Airway Bills (HAWB/MAWB), coordinating dispatch and customs turnover, performing compliance checks, and completing lifecycle revenue and cost billing.

Functions

Booking Validation & File Setup

• Inbox Monitoring: Actively track shared client inboxes and communication channels for incoming pre-alerts and booking requests.




• Job Creation: Confirm posted pre-alerts or manually create shipment files in enterprise TMS platforms when requests arrive via email.




• Document Verification: Collect and audit commercial invoices and packing lists to verify piece counts, weights, and dimensions against source records.




• SLA & Queue Management: Acknowledge client requests according to established SLAs and rapidly reassign misrouted bookings.

Shipment Execution & Milestone Tracking

• Air Waybill Management: Create House Airway Bills (HAWBs) in operating systems, link them to designated Master Airway Bills (MAWBs), and confirm routing and cargo consistency.




• Tracking & Tracing: Perform daily tracking updates, adjusting estimated and actual times of arrival/departure using real-time carrier data.




• Milestone Integrity: Maintain real-time milestone updates and proactively notify clients at each critical shipment stage.




• Import Documentation: Generate Arrival Notices, Delivery Orders, and assemble document turnover packages for customs brokers.




• Export Compliance: Execute export control checks, submit required regulatory filings aligned with commercial invoices, and prepare complete airline documentation packets (HAWBs, MAWBs, security declarations).




• Document Archiving: Upload all required paperwork to digital document repositories under correct classifications.

Ground Operations & File Billing

• Dispatch & Turnover: Update hand-off trackers for import releases, book ground transportation vendors, manage daily dispatch cut-offs, and clear terminal handling charges.




• Delivery Confirmation: Monitor pickups and deliveries, upload Proof of Delivery (POD) documents, update delivery milestones, and alert clients.




• Financial Closure: Record revenue and cost charges throughout the shipment lifecycle, issue client invoices, ensure billing completeness, and lock files.




• Operational Escalations: Proactively flag blocked clearances, missing pre-alerts, unassigned tasks, or aging files to local station leadership.

Qualifications and Requirements

• 1 to 3 years of professional experience in air freight operations, managing both import and export processes.




• Hands-on experience with enterprise freight management systems and logistics software.




• Functional knowledge of air compliance regulations, including regulatory filings, export control checks, HAWB/MAWB creation, and security declarations.




• Strong written and verbal English communication skills for daily client, airline, and vendor coordination.




• Exceptional attention to detail and ability to manage multiple shipment deadlines under tight SLAs.