Operations assistant

Private Advertiser; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A logistics company in Singapore is seeking an Operational Support professional to assist with the Sales and Shipping/Logistics programme. Responsibilities include preparing shipping documentation, tracking vessel schedules, and liaising with service providers. Ideal candidates should have experience in shipping operations and strong organizational skills. This role offers the opportunity to enhance operational efficiency within the logistics team.

Qualifications

• Experience in shipping and logistics operations.
• Strong organizational skills and attention to detail.
• Ability to effectively liaise with various stakeholders.

Responsibilities

• Assist with preparing and maintaining the Sales and Shipping/Logistics programme.
• Prepare and process shipping documentation accurately.
• Liaise with logistics service providers and monitor performance.

Job description

Operational Support

• Assist with preparing, updating, and maintaining the Sales and Shipping/Logistics programme.
• Track vessel schedules, stock movements, and shipment allocations, escalating deviations to the Operations Manager.
• Support the preparation of freight invoices, laytime calculations, and reconciliations for review and sign-off.
• Collect and verify operational data (outturn reports, vessel performance, stock balances).

Documentation and Compliance

• Prepare and process shipping documentation including Bills of Lading, Certificates of Origin, cargo claims, insurance certificates, and Letters of Credit (LC) paperwork.
• Ensure timely and accurate submission of documentation to banks, customers, and internal teams.
• Maintain accurate filing systems for contracts, charter parties, insurance, and operational records.
• Support compliance with international shipping/logistics regulations and internal policies.

Contract and Supplier Coordination

• Liaise with logistics service providers, ship owners, agents, and insurance companies for routine operational requirements.
• Assist with gathering quotes and supplier information for negotiations managed by the Operations Manager.
• Monitor service provider performance against agreed Service Level Agreements (SLA’s).

Reporting and Analysis

• Prepare regular reports on freight activity, stock movements, and logistics KPIs for internal review.
• Consolidate market intelligence (freight rates, competitor movements) as directed by the Operations Manager.

Letters of Credit

• Engage with customers and banks to obtain Letters of Credit.
• Share with Sales Manager, O&M SA and Financial Controller to ensure seamless process flow and draw downs.

Administrative and Team Support

• Coordinate internal meetings, prepare minutes, and follow up on action items.
• Provide administrative support to the Operations Manager and Sales Director as required.
• Assist in identifying process improvements to enhance efficiency within the operations team.