Freight Forwarder

Catalyst Logistics Incorporated; Davao City; On-site; PHP 200,000 - 340,000; Full time

Job summary

Catalyst Logistics Incorporated in Davao City is seeking a detail-oriented Logistics Operations Assistant to manage bookings, convert quotations into shipments, and ensure documentation accuracy for air and sea freight.

You will monitor shipment status from origin to destination, inform clients of delays, and coordinate with overseas agents and Finance to keep processes compliant and timely.

Responsibilities

• Receive and review approved bookings and quotations for shipments to the Philippines moving via air and sea freight.
• Convert bookings into shipments per procedure.
• Check documents like AWB/BL, Commercial Invoice, Packing List for accuracy and completeness.
• Watch for shipment codes, HS codes, permits, and other requirements.
• Request amendments as needed and inform the client as necessary.
• Receive and segregate documents for incoming shipments per procedure.
• Analyze transactions to ensure timely handling and avoid delays.
• Advise Finance on encoding new client details when required.
• Monitor arrival details from airlines/consolidators.
• Provide regular status updates to consignees from origin to destination.
• Inform the client promptly of any shipment delays and follow up with carriers.
• Ensure day-to-day shipment status is updated in CW1 track and trace or relevant file.
• Lodge shipment information to VASP systems accurately for BOC manifesting.
• Provide final shipping documents and validated manifest to the declarant for duties/taxes and SAD.
• Adhere to SOPs; escalate when not applicable or in doubt.
• Coordinate extra charges with the client through Sales for approval.
• Prepare and provide Transport Booking to Haulage Team for delivery releases.
• Process Release Order/Delivery Order from carrier or consolidator as needed.
• Review and endorse overseas agents’ invoices and third-party service provider invoices for payment.
• Work with overseas agents to obtain credit notes/profit shares where appropriate.
• Ensure timely billing to the client as per KPI.
• Address customer complaints promptly and professionally.
• Support Operations in achieving quality objectives and corporate goals.
• Submit required reports based on standards and promote teamwork.
• Refer to supervisor for problems beyond authority or knowledge.
• Perform other related duties as assigned.

Job description

1. 1. Receive and review approved booking and quotation from Commercial for shipments to the Philippines that will move via air and sea freight.
2. 2. Receive and review pre-alert advice from overseas agents.
3. 3. Convert booking into shipment as prescribed in the procedure.
4. 4. Check information in the shipment, accuracy and completeness of documents like AWB / BL, Commercial Invoice, Packing List are tally.
5. 5. Watch for important information like shipment's nature code (23 or 24), HS codes, permits or clearances, and other additional requirements like Sales Contract, Proof of payment, Brochure, that may be necessary.
6. 6. Request for amendment if necessary and inform the client as necessary.
7. 7. Receive and segregate documents for incoming shipments according to prescribed procedure.
8. 8. Analyze transactions for proper / prompt handling. See to it that transaction move and do not remain still or hanging, without any valid reason.
9. 9. When situation requires it, advice the responsible staff in Finance / Accounting to encode details of new client into the system.
10. 10. Check arrival details of shipments from the airlines and/or consolidators.
11. 11. Provide regular and timely update to consignees on the status their shipments. This is from departure at airport of origin, arrival and departure at transshipment airport, and arrival at airport of destination.
12. 12. Promptly inform the client of any delay on the departure / arrival of shipment. Delay notice or letter from the carrier explaining the reason for delay may follow.
13. 13. Ensure that the day-to-day status of the shipment from origin to destination are properly updated in the system - CW1 track and trace and/or job file, wherever is applicable.
14. 14. Review and assist in ensuring that shipment information lodged to the system of the Value Added Service Provider (VASP) when lodging manifest for the Bureau of Customs (BOC) are accurate and filed in a timely manner avoiding possible penalty.
15. 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.
16. 16. 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.
17. 17. Any extra charges that may be incurred must be coordinated first with the client for approval through Sales staff handling the client.
18. 18. Prepare and provide Transport Booking to the Haulage Team for the releasing and delivery of shipments.
19. 19. Process and request Release Order RO and/or Delivery Order DO from the carrier and/or consolidator for the release of shipment.
20. 20. Review and ensure that overseas agents' invoices, carriers' invoices, and other 3rd party service providers are reviewed and endorsed promptly for approval to pay by Finance Department.
21. 21. Where appropriate, see to it that credit notes / profit shares are obtained from overseas agents.
22. 22. Ensure timely preparation and dispatch of billing to the client - as per KPI.
23. 23. See to it that customer complaints and claims are attended to professionally and in a timely manner.
24. 24. Will do share for the fulfillment of Operations department quality objectives and help attain the Corporate Objectives of the company.
25. 25. Regularly submit required reports based on standards set.
26. 26. Encourage and promote rapport and teamwork.
27. 27. Refer to superior operational problems beyond scope of authority or solid knowledge.
28. 28. Performs other related duties as assigned.