Customer Service and Documentation Specialist

Private Advertiser; Manila; On-site; PHP 260,000 - 380,000; Full time

Job summary

Private Advertiser is seeking a Logistics Coordinator to manage shipment documentation, lodgement, and tracking processes. The role involves coordinating pickups, vessel schedules, and client inquiries to ensure timely and accurate information flow across the logistics chain.

The successful candidate will have a Bachelor’s degree in Logistics/Transportation and 6–12 months of related experience, with strong negotiation and multi-tasking abilities in a fast-paced environment.

Qualifications

• Bachelor’s degree in Logistics/Transportation or equivalent.
• 6–12 months in a similar role is preferred.
• Able to work in a fast-paced environment.
• Experience in processing and booking shipments, billing, and cost prep.
• Skilled in negotiation, complaints handling and change management.
• Knowledge of Incoterms, billing requirements, and import/export processes.

Responsibilities

• Handle lodgement and documentation of shipments (HBL, AWB, Packing List, Commercial Invoice).
• Facilitate pickup, loading, tracking, and scheduling of container vans and related activities.
• Respond to local client inquiries by phone or in person; relay information to supervisor/ops teams.
• Monitor shipment status and update clients with location, arrival/departure, and document irregularities.
• Prepare documentation for BOC submission (Container Guaranty, Abandonment Letter, etc.).
• Consolidate vessel schedules from different carriers for monitoring.
• Suggest improvements to complaint handling to reduce costs while meeting client needs.
• Perform other duties as assigned by the Department Head.

Skills

Logistics coordination

Documentation

Negotiation

Customer service

Multi-tasking

Education

Bachelor’s degree in Logistics/Transportation

Job description

Minimum Qualifications:

• Candidate must possess at least a Bachelor’s/College Degree in Logistics/Transportation or equivalent.




• Minimum of six (6) months to one (1) year working experience in the same capacity.




• Must be able to work and cope in a fast-paced working environment.




• Experience in processing and booking shipments, sending of billing, preparing job cost.




• Adept in negotiating, complaint handling and change management.




• Knowledge of incoterms, billing requirements, import/export process and regulations, exposed in logistics chain solution.




• Ability to work with partners and produce quality service within tight time frames and simultaneously manage several projects.

Duties & Responsibilities:

• Handles lodgement and documentation of shipments such as House Bill of Lading, Air Waybill, Packing List, and Commercial Invoice




• Facilitates the pick-up, loading, tracking, tracing of customers’ container van, and other pertinent schedules.




• Attends to general inquiries of local clients thru phone and/or personal inquiries (two hours for monitoring of shipment, within 24-hours for other inquiries) and coordinates the information to supervisor and operations personnel to maintain high customer satisfaction ratings.




• Constantly monitors the status of transported container and proactively relays/updates client of the necessary information such as, but not limited to location, arrival, departure, BL/House number, or with its irregularities on documents with the cargo itself, issuance of Ocean/House/Master bills of lading, pre-alerts, and invoices.




• Processes documentation for BOC submission (e.g. Container Guaranty, Abandonment Letter, Authorization Letter, etc.).




• Constantly update and prepare consolidated vessel schedule of different carriers for monitoring purposes.




• Recommends customer complaints & commendation handling mechanism modification within company standards to minimize costs while conforming to customers’ requirements.




• Perform other job-related activities and duties as may be requested and assigned by the Department Head.