Job Description

Key Responsibilities

Export Documentation

Prepare, verify, and ensure timely submission of all export-related documents including Commercial Invoice, Packing List, Customs Form, Stickers, Barcode Labels, Bill of Lading, and other supporting documents.

Shipment Coordination

Communicate and coordinate with freight forwarders and shipping agents to confirm schedules, secure bookings, and ensure smooth and timely export operations.

Container & Logistics Management

Plan, arrange, and monitor all inbound and outbound container movements to ensure efficiency, accuracy, and compliance with company timelines.

Freight & Customs Operations

Handle freight bookings, haulage arrangements, Verified Gross Mass (VGM) submissions, and customs clearance processes, including MTIB documentation.

Internal Communication

Collaborate effectively with internal departments such as Marketing, Production, Purchasing, Warehouse, and Accounts to ensure information accuracy and timely coordination.

Reporting

Prepare and submit monthly shipping reports to the Head of Department by the 10th of each month.

Delivery Management

Ensure shipments are delivered on time to prevent vessel shut-outs and avoid demurrage or additional port charges.

Document Control

Maintain and organize all export-related documents, such as Commercial Invoice, Packing List, Bill of Lading, Form D, Form E, and MAFTA, in a systematic and accessible manner.

Post-Shipment Administration

Submit finalized shipping documents and original invoices to the Accounts Department promptly after vessel departure.

Freight Rate Optimization

Negotiate with shipping liners and forwarding agents to obtain competitive rates, optimizing transportation and freight costs while maintaining profitability.

ISO Compliance

Maintain proper documentation and filing systems in compliance with ISO9001:2015 and ISO14001:2015 standards.

Letter of Credit (L/C) Management

Handle L/C shipments in compliance with UCP guidelines, ensuring document accuracy to prevent bank discrepancies and liaising with banks when necessary.

Courier & Local Shipments

Manage outbound courier services for export customers and domestic deliveries, including cost calculation and quotation preparation.

Additional Duties

Perform other related tasks or assignments as required by superiors or the company.

Requirement

Minimum SPM / Diploma in Logistics, Business Administration, or related field. At least 3-5 years of working experience in shipping, logistics, or warehouse operations. Knowledge of shipping procedures, Incoterms, and customs documentation is an added advantage. Proficient in Microsoft Office (Word, Excel) and familiar with ERP systems. Good communication and coordination skills. Able to work independently and handle multiple tasks under tight schedules. Responsible, organized, and detail-oriented. Must possess fluent Mandarin communication skills (to facilitate communication with Chinese colleagues)
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