Freight Forwarder

Catalyst Logistics Incorporated; Misamis Oriental; On-site; PHP 260,000 - 380,000; Full time

Job summary

Catalyst Logistics Incorporated in the Philippines seeks a Shipment Handling, Coordination & Tracking professional to review and process bookings, verify pre-alerts, convert bookings to shipments, and ensure documents are complete and accurate. The role emphasizes active shipment flow and timely client updates.

You will manage customs compliance, billing support, and customer service, coordinating with overseas agents and internal teams to meet KPIs and deliver reliable freight service.

Qualifications

• Review and process approved bookings and quotations for air freight shipments to the Philippines.
• Verify and review pre-alert advice received from overseas agents.
• Convert booking into shipments as prescribed in the procedure.
• Check shipment information for accuracy and complete documents (AWB/BL, Commercial Invoice, Packing List).
• Identify critical shipment details including nature codes, HS codes, permits, clearances and additional requirements.
• Request amendments when necessary and inform the client.
• Receive and organize incoming shipments according to prescribed procedures.
• Analyze each transaction to ensure proper handling and active movement.
• Check arrival details of shipments from airlines and consolidators.
• Provide clients with regular, timely updates on shipment status from origin to final arrival.
• Notify clients of delays and provide official notices or explanations when available.
• Maintain up-to-date shipment records in CW1 Track & Trace system and/or job files.
• Notify Finance/Accounting to input new client details into the system when required.
• Coordinate extra charges and obtain client approval through Sales staff.
• Prepare and issue Transport Bookings to the Haulage Team for shipment release and delivery.
• Request and process Release Orders (RO) and/or Delivery Orders (DO) from carriers or consolidators.
• Review and validate invoices from overseas agents, carriers, and third-party providers before payment processing.
• Coordinate with overseas agents to secure credit notes and profit shares, if applicable.
• Ensure timely and accurate preparation and dispatch of billing to client in line with KPIs.
• Ensure shipment details are entered into the VASP system for BOC compliance.
• Provide complete and final shipping documents, arrival details and validated manifest to the declarant.
• Ensure SOPs are adhered to in toto; refer to supervisor if in doubt.
• Address customer complaints professionally and in a timely manner.
• Support Operations in achieving department quality objectives and corporate goals.
• Submit required reports on time following established standards.
• Foster teamwork and collaboration within the department.
• Escalate operational issues that exceed authority or expertise to a superior.
• Perform other related duties as assigned.

Job description

Shipment Handling, Coordination & Tracking

• 1. Review and process approved bookings and quotations from the Commercial team for air freight shipments to the Philippines.
• 2. Verify and review pre-alert advice received from overseas agents.
• 3. Convert booking into shipments as prescribed in the procedure.
• 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. 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. Request for amendment if necessary and inform the client as necessary.
• 7. Receive and organize incoming shipment according to prescribed procedures.
• 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. Check arrival details of shipments from the airlines and/or consolidators.
• 10. Provide clients with regular, timely updates on shipment status, including departure from the origin, transshipment progress, and final arrival.
• 11. Notify clients immediately of delay in departure of arrival of shipments and provide official delay notices or carrier-issued explanations when available.
• 12. Maintain up-to-date shipment records in the CW1 Track & Trace system and/or job files.

Cost Management & Billing

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

Customs Compliance & Documentation

• 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.
• 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.
• 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

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