Shipping Operations Executive

3 days ago

Singapore OCTOGON LOGISTICS PTE. LTD. Full time

**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

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