Operations Assistant, Sea Freight, Export Operations

DSV AIR & SEA SINGAPORE PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

DSV AIR & SEA SINGAPORE PTE. LTD. is seeking an Export/Operations assistant to manage shipment registration, document creation and data updates in CW1 and TMS.

You will handle ocean freight paperwork, ensure regulatory compliance, and coordinate with customers and global offices to maintain timely, accurate information. The role requires at least 1 year in freight forwarding or related operations and solid MS Office skills.

Qualifications

• At least 1 year of working experience in freight forwarding or related field.
• Proficient in MS Office and standard logistics software.
• Familiar with Ocean export documentation and regulatory requirements.

Responsibilities

• Register shipments in CW1 and TMS on time and accurately.
• Update all internal/external systems with shipment data.
• Create ocean freight documents: HBL verifications, final HBL, cartage advice, etc.
• Ensure all security arrangements and procedures are met.
• Verify completeness and accuracy of forwarding documents.
• Prepare dangerous goods documentation and obtain approvals as needed.
• Coordinate customer booking requests from origin to destination.
• Communicate shipment information with stakeholders and offices.
• Follow cargo irregularity handling procedures and escalate as needed.
• Adhere to customer SOPs and global standard processes.

Skills

Customer service exports

Document processing ocean

Customs clearance

Export/Import products

Regulatory knowledge

Microsoft Office

Tools

CW1

TMS

eDoc

Job description

Key Tasks

• Registration of shipments into the forwarding system CW1 and TMS on time and accurately


• Update all systems - internal/ external with shipment data


• Creation of Ocean Freight forwarding documents, e.g. verify copy HBL, Finalized House Bill of Lading (HBL), Cartage Advice etc.


• Ensure all security arrangements and procedures are met


• Verification of the completeness and accuracy of all forwarding documents


• Ensure all dangerous goods/hazardous cargo documents are in place and procedures are met


• Obtain dangerous goods approval from carrier where necessary


• Work and Monitor Permit Declaration activity with permit declaration vendor


• Coordination of customer booking requests at origin and destination (call forward)


• Timely follow up/coordinate/communicate shipment information with stakeholders (ie subcontractors, shipping lines, shipping agents, freight forwarders, customers and overseas offices).


• Correspond and follow up on emails.


• Follow cargo/shipment irregularity handling procedures


• Escalation of all impediments to processing to direct reporting manager.


• Adherence to customer specific SOPs.


• Communicate all cargo related incidents to customer service/ external brokerage house(short shipment, damages, misrouted, missed vessel)


• Adherence to Global standard processes /procedures and to Corporate Standard & Governance policies.


• Participate in company projects and initiatives as required


• Initiate and follow up on cargo and insurance claims with customers/surveyors and other DSV offices on damaged or missing cargo


• Engage and initiate discussion with local and regional procurement on rates and space


• Backup for the other team members as when necessary


• Sorting and uploading documents into eDoc.


• Maintain accountability and accuracy for updating and meeting deadlines for monthly reports required by customers


• Verify vendor/intercompany invoices and raise disputes for incorrect invoices


• Ensure shipment costs are updated correctly in CW1


• Ensure timely invoices of shipment as per company KPI


• Handle invoice disputes or queries in a timely manner


• Monitor and update respective sale personnel on the validity date of all customers' quotations


• Any other job-related tasks assigned by the superior.


• Adherence to the Code of Conduct policy of the DSV Group

Competency

• Functional know-how in Customer Service Exports


• Operational know-how (Document Processing Ocean)


• Operational Understanding (Customs Clearance)


• Understanding of DSV Export / Import Products


• Understanding of legal/regulatory/statutory environment


• Business acumen


• Microsoft Office

Experience & Education

• With at least 1 years of working experience in a similar position in Freight Forwarding, Field Operations, Consolidation Planning and Scheduling


• Intermediate to advanced MSO applications