Shipping Operations Executive

OCTOGON LOGISTICS PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading logistics company seeks a Shipment Coordinator to manage end-to-end operations for import and export across sea, air, and land. The role involves coordinating with various stakeholders, preparing quotations, ensuring compliance with regulations, and providing excellent customer service. Candidates should have at least 1-2 years of experience in freight forwarding or logistics, with strong organizational and communication skills.

Qualifications

• Minimum 1 or 2 years of experience in freight forwarding or logistics industry.
• Knowledge of international shipping terms (Incoterms) and customs procedures.
• Proficient in Microsoft Excel and Word.

Responsibilities

• Handle end-to-end shipment operations including booking, documentation, tracking, and delivery.
• Prepare and submit quotations for freight services and respond to RFQs.
• Serve as a key contact for customers regarding booking and shipment status.

Skills

Interpersonal skills

Communication skills

Detail-oriented

Organizational skills

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