Freight Forwarder

Catalyst Logistics Incorporated; Cebu City; On-site; PHP 360,000 - 600,000; Full time

Job summary

Catalyst Logistics Incorporated in Cebu City seeks a detail-oriented Shipment Handling, Coordination & Tracking specialist. The role reviews approved bookings, converts them into shipments, verifies documents (AWB/BL, Invoice, Packing List) and ensures data accuracy for timely movement of air freight to the Philippines.

You will maintain shipment records in CW1 Track & Trace, monitor progress, notify clients of delays, and coordinate with overseas agents to secure permits, payments, and

Qualifications

• Experience processing approved bookings and converting them into shipments.
• Ability to verify pre-alert advice and ensure document completeness.
• Strong attention to detail for HS codes, permits, and duties.
• Effective stakeholder communication with clients and overseas agents.
• Familiarity with SOPs and KPI-driven reporting.

Responsibilities

• Review and process approved bookings and quotations for air freight to the Philippines.
• Verify and review pre-alert advice from overseas agents.
• Convert booking into shipments as per procedure.
• Check shipment information and ensure documents (AWB/BL, Invoice, Packing List) are complete.
• Identify critical shipment details (nature codes, HS codes, permits).
• Provide clients with timely updates on shipment status and delays.

Skills

Air freight coordination

Documentation

Client communication

Proactive tracking

Tools

CW1 Track & Trace system

VASP system

Job description

Shipment Handling, Coordination & Tracking

1. 1. Review and process approved bookings and quotations from the Commercial team for air freight shipments to the Philippines.
2. 2. Verify and review pre-alert advice received from overseas agents.
3. 3. Convert booking into shipments as prescribed in the procedure.
4. 4. Carefully check shipment information. Ensure that details are accurate and that all required documents, such as AWB/BL, Commercial Invoice, and Packing List, are complete and consistent.
5. 5. Identify critical shipment details, including nature codes (23 or 24), HS codes, permits, clearances, and any additional requirements like Sales Contracts, Proof of Payment, or Brochures.
6. 6. Request for amendment if necessary and inform the client as necessary.
7. 7. Receive and organize incoming shipment according to prescribed procedures.
8. 8. Analyze each transaction to ensure proper and prompt handling. Keep transactions actively moving and never idle without any valid reason, ensuring efficient shipment flow.
9. 9. Check arrival details of shipments from the airlines and/or consolidators.
10. 10. Provide clients with regular, timely updates on shipment status, including departure from the origin, transshipment progress, and final arrival.
11. 11. Notify clients immediately of delay in departure of arrival of shipments and provide official delay notices or carrier-issued explanations when available.
12. 12. Maintain up-to-date shipment records in the CW1 Track & Trace system and/or job files.

Cost Management & Billing

1. 13. Notify Finance/Accounting to input new client details into the system when required.
2. 14. Coordinate any extra charges that may be incurred and obtain client approval first through the responsible Sales staff.
3. 15. Prepare and issue Transport Bookings to the Haulage Team for shipment release and delivery.
4. 16. Request and process Release Orders (RO) and/or Delivery Orders (DO) from carriers or consolidators to facilitate shipment release.
5. 17. Review and validate invoices from overseas agents, carriers, and third-party service providers before forwarding them for processing of payment to Finance Department.
6. 18. Coordinate with overseas agents to ensure credit notes and profit shares are secured, if applicable.
7. 19. Ensure timely and accurate preparation and dispatch of billing to client in line with KPIs.

Customs Compliance & Documentation

1. 20. Ensure shipment details are accurately entered into the Value-Added Service Provider (VASP) system for Bureau of Customs (BOC) compliance, preventing penalties due to incorrect or late submissions.
2. 21. 15. Provide complete and final shipping documents, arrival details and validated manifest to the declarant for the computation of duties and taxes and lodgement of entry – SAD.
3. 22. Ensure that the SOPs are adhered to in toto. Otherwise, refer to superior or from the creator of the instructions when in doubt or when there are perceived to be not applicable.

Customer Service & Reporting

1. 23. Address customer complaints and claims professionally and in a timely manner.
2. 24. Support the Operations team in achieving department quality objectives and contributing to corporate goals.
3. 25. Submit required reports on time, following established standards.
4. 26. Foster teamwork and collaboration within the department.
5. 27. Escalate operational issues that exceed authority or expertise to a superior.
6. 28. Perform other related duties as assigne