Shipping Operations Coordinator

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