Shipping Operations Coordinator

OCTOGON LOGISTICS PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

OCTOGON Logistics Pte. Ltd. is seeking a proactive Shipment Coordinator to manage end-to-end freight operations across sea, air, and land, including booking, documentation, tracking, and delivery.

You will liaise with shipping lines, airlines, trucking partners and overseas agents, monitor updates, handle quotations, documentation, compliance, customer service, and billing coordination. Ideal candidates have 1–2 years in freight/logistics, strong Excel/Word skills, and ability to multitask under

Qualifications

• 1-2 years of experience in freight forwarding or logistics.
• Knowledge of international shipping terms (Incoterms), freight documentation, and customs procedures.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Excel and Word.
• Detail-oriented, organized and able to handle multiple tasks under pressure.

Responsibilities

• Handle end-to-end shipment operations including booking, documentation, tracking, and delivery.
• Coordinate with shipping lines, airlines, trucking companies, and overseas agents to ensure timely cargo movement.
• Monitor status updates and proactively communicate changes or delays to customers.
• Serve as a key contact for customers regarding bookings, quotations, shipment status, and issue resolution.
• Review supplier invoices and support billing to clients based on quotation and actual costs.

Skills

Freight forwarding knowledge

Incoterms knowledge

Interpersonal skills

Attention to detail

Multitasking under pressure

Tools

Microsoft Excel

Microsoft Word

Job description

1. Shipment Coordination (Import & Export – Sea, Air, Land)

• Handle end-to-end shipment operations including booking, documentation, tracking, and delivery.
• Coordinate with shipping lines, airlines, trucking companies, and overseas agents to ensure timely cargo movement.
• Monitor status updates and proactively communicate any changes or delays to customers.

2. Quotation & Rate Handling

• Prepare and submit quotations for freight services (FCL, LCL, air freight, customs clearance, local delivery).
• Coordinate with sales and pricing teams to obtain the most competitive rates.
• Track quotation validity, follow up with customers for confirmation, and update the system accordingly.
• Respond to RFQs and rate enquiries promptly and accurately.

3. Documentation & Compliance

• Generate and verify documents such as:
  Bill of Lading, Packing List, Commercial Invoice, Delivery Order, Arrival Notice.
• Ensure customs declarations are submitted accurately and within deadlines.
• Maintain compliance with international shipping regulations, port authority requirements, and Incoterms.

4. Customer Service & Communication

• Serve as a key contact for customers regarding booking, quotation, shipment status, and issue resolution.
• Provide professional and timely responses to customer inquiries.
• Handle complaints or service failures tactfully and follow up with appropriate corrective actions.

5. Billing & Cost Control

• Review supplier invoices (shipping lines, trucking, warehousing) for accuracy.
• Support Accounts Department in issuing final invoices to clients based on quotation and actual costs.
• Ensure transparency in cost breakdown and resolve any billing discrepancies with vendors or customers.

6. Internal Coordination

• Work closely with Sales, Operations, Accounts, and Warehouse teams to ensure smooth workflow.
• Assist in planning and allocating tasks within the operations team.
• Support business development activities by sharing customer feedback or market intelligence.

7. Reporting & Records

• Maintain accurate records of all shipments, quotations, and communications.
• Prepare weekly or monthly shipment summaries, cost reports, or KPI updates for management.
• Assist with internal audits or reviews related to shipping and quotation processes.

Requirements

• Minimum 1 or 2 years of experience in freight forwarding or logistics industry.
• Knowledge of international shipping terms (Incoterms), freight documentation, and customs procedures.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Excel, Word.
• Detail-oriented, organized, and capable of handling multiple tasks under pressure.
• Working hours: Mon - Fri, 9am - 6pm