Freight Forwarder

Catalyst Logistics Incorporated; Subic; On-site; PHP 335,000 - 469,000; Full time

Job summary

Catalyst Logistics Incorporated in Subic Bay, Philippines, seeks a shipments handler to review bookings, verify pre-alerts, convert bookings into shipments, and ensure all documents (AWB/BL, invoice, packing list) are complete. You will identify HS codes, permits, and other requirements to keep shipments moving smoothly.

You will maintain CW1 Track & Trace records, provide clients with timely status updates (origin, transshipments, arrivals), notify delays with explanations, and support billing

Responsibilities

• Review approved bookings and quotations for air freight shipments to the Philippines.
• Verify and review pre-alert advice from overseas agents.
• Convert booking into shipments as prescribed in the procedure.
• Check shipment details; ensure documents (AWB/BL, Commercial Invoice, Packing List) are complete and consistent.
• Identify critical shipment details: nature codes (23/24), HS codes, permits, clearances.
• Request amendments if necessary and inform the client accordingly.
• Receive and organize incoming shipments per prescribed procedures.
• Analyze each transaction to ensure proper, prompt handling and avoid idle time.
• Check arrival details from airlines and/or consolidators.
• Provide clients with timely updates on shipment status (origin, transshipment, arrival).
• Notify clients immediately of delays and provide carrier explanations when available.
• Maintain up-to-date shipment records in CW1 Track & Trace and/or job files.
• Notify Finance/Accounting to input new client details when required.
• Coordinate extra charges with responsible Sales staff and obtain client approval.
• Prepare and issue Transport Bookings to Haulage Team for release and delivery.
• Process Release Orders (RO) and/or Delivery Orders (DO) from carriers.
• Review and validate invoices from overseas agents, carriers, and third parties for payment.
• Coordinate with overseas agents to secure credit notes and profit shares if applicable.
• Ensure timely and accurate billing dispatch to clients in line with KPIs.
• Enter shipment details into VASP system for BOC compliance.
• Provide complete shipping documents and validated manifest to declarant.
• Adhere to SOPs; escalate when instructions are not applicable.
• Address customer complaints and claims professionally and promptly.
• Support Operations in achieving quality objectives and corporate goals.
• Submit required reports on time following established standards.
• Foster teamwork and escalate issues exceeding authority when needed.
• Perform other related duties as assigned.

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