Air Operations Specialist

Private Advertiser; Mandaluyong; On-site; PHP 350,000 - 700,000; Full time

Job summary

Private Advertiser is seeking an Air Operations Specialist to support shipping execution. You will manage documentation, coordinate with vendors, ensure financial accuracy in our systems, and keep freight moving smoothly from origin to destination.

Key responsibilities include handling document management in Docuware, processing invoices and notices in Move, creating new files, issuing arrival notices, paying terminal fees, and updating PODs and milestones across our systems.

Responsibilities

• Document Management: Save all origin documents (pre-alerts, agent debit notes) in Docuware before Noon CST.
• Invoice Processing: Verify and lock Agent Debit Notes and Trucker Invoices in Move on the same day received; escalate discrepancies from the quote.
• File Creation: Open new files in Move; ensure cost/sell line items and estimated profit match the quote exactly.
• Arrivals & Dispatch: Issue Arrival Notices to brokers before Noon CST.
• Terminal Fees: Verify and pay terminal/storage fees via Paycargo (primary) or Epic/Cargosprint; lock charges in Move and save receipts.
• System Updates: Update POD in RXO portal, log Delivered events in Move, update transit milestones in OTM on the exact day events occur.

Job description

As a Air Operations Specialist, you are the backbone of our shipping execution. You will manage documentation, coordinate with vendors, ensure financial accuracy in our systems, and keep freight moving smoothly from origin to destination.

Key Actions & Deadlines

• Document Management - Save all origin documents (pre-alerts, agent debit notes) in Docuware before Noon CST.

• Invoice Processing - Verify and lock Agent Debit Notes and Trucker Invoices in the Move system on the same day received. Escalate any discrepancies from the original quote.

• File Creation - Open new files in Move, ensuring cost/sell line items and estimated profit match the quote exactly.

• Arrivals & Dispatch - Issue Arrival Notices to brokers before Noon CST.

• Terminal Fees - Verify and pay terminal/storage fees via Paycargo (primary) or Epic/Cargosprint. Lock charges in Move and save receipts right after payment.

• System Updates - Update Proof of Delivery (POD) in the RXO portal, log "Delivered" events in Move, and update transit milestones in OTM on the exact day events occur.

Performance Expectations

• Take immediate ownership of shipments as soon as they are handed over by the operations team.

• Communicate promptly and professionally with customers, vendors, brokers, and overseas partners.

• Process all files strictly according to our Standard Operating Procedures (SOP).

• Exhaust all available resources to troubleshoot problems independently before escalating to your Manager.

• Negotiate rates aggressively with truckers and 3PLs to maximize the profit margin on every file.

• Participate in the team weekend rotation and monitor critical shipments after hours when necessary.