Operations Assistant

22 hours ago

Raffles Place, Singapore Private Advertiser Full time $40,000 - $60,000 per year

Operational Support

  • Assist with preparing, updating, and maintaining the Sales and Shipping/Logistics programme.

  • Track vessel schedules, stock movements, and shipment allocations, escalating deviations to the Operations Manager.

  • Support the preparation of freight invoices, laytime calculations, and reconciliations for review and sign-off.

  • Collect and verify operational data (outturn reports, vessel performance, stock balances).

Documentation and Compliance

  • Prepare and process shipping documentation including Bills of Lading, Certificates of Origin, cargo claims, insurance certificates, and Letters of Credit (LC) paperwork.
  • Ensure timely and accurate submission of documentation to banks, customers, and internal teams.
  • Maintain accurate filing systems for contracts, charter parties, insurance, and operational records.
  • Support compliance with international shipping/logistics regulations and internal policies.

Contract and Supplier Coordination

  • Liaise with logistics service providers, ship owners, agents, and insurance companies for routine operational requirements.
  • Assist with gathering quotes and supplier information for negotiations managed by the Operations Manager.
  • Monitor service provider performance against agreed Service Level Agreements (SLA's).

Reporting and Analysis

  • Prepare regular reports on freight activity, stock movements, and logistics KPIs for internal review.
  • Consolidate market intelligence (freight rates, competitor movements) as directed by the Operations Manager.

Letters of Credit

  • Engage with customers and banks to obtain Letters of Credit
  • Share with Sales Manager, O&M SA and Financial Controller to ensure seamless process flow and draw downs.

Administrative and Team Support

  • Coordinate internal meetings, prepare minutes, and follow up on action items.
  • Provide administrative support to the Operations Manager and Sales Director as required.
  • Assist in identifying process improvements to enhance efficiency within the operations team.

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