Operations Executive (Export) - Ocean Freight

Role Overview and Responsibilities

This position serves as the primary contact for customers regarding ocean freight export operations, including managing booking requests, advising on schedules, and ensuring smooth cargo flow. Key duties include coordinating export shipments, providing timely transit updates, handling specialized cargo documentation, and managing crucial milestones such as booking confirmations and bill of lading releases.

Key Responsibilities

• Act as the main liaison for customer inquiries on freight rates, routes, and port procedures.
• Translate client export shipping instructions into carrier booking requests accurately.
• Advise on optimal routing schedules, vessel transit timelines, and cut-off deadlines to meet delivery goals.
• Communicate proactively about vessel delays, port changes, or missed deadlines and propose immediate solutions.
• Support clients with requirements for specialized cargo such as Dangerous Goods or refrigerated shipments.
• Secure vessel space bookings for Full Container Load (FCL) and Less-than-Container Load (LCL) shipments.
• Coordinate with container depots to arrange release of empty, clean shipping containers.
• Monitor port closing times and documentation deadlines to prevent cargo rollovers.
• Provide clients with updates on container status at key milestones including warehouse pickup, port gate-in, and actual vessel departure.
• Update internal systems with shipment milestone data to maintain accurate client tracking portals.
• Facilitate export customs clearance by collaborating between clients and the customs team.
• Prepare and send draft Bills of Lading for client approval, ensuring error-free documentation prior to finalization.
• Manage the release of Original Bills of Lading or execute telex/express releases dependent on payment status.
• Assist clients in acquiring mandatory origin or fumigation certificates.
• Provide timely spot quotes for freight, haulage, and local handling for ad-hoc customer requests.
• Log and investigate disputes or claims related to cargo damage, shortages, or rollovers.
• Clarify billing and invoice details with clients, addressing queries on local fees and waiting times.
• Coordinate with credit control teams to follow up on overdue client invoices and ensure continued account activity.

Qualifications and Experience

• Minimum educational requirement: GCE O Level or equivalent qualification.
• Preferably at least one year of relevant experience in freight operations.
• Familiarity with the local freight market, including carriers and subcontractors, is advantageous.

Technical Skills and Personal Attributes

• Proficient in basic computer applications including Microsoft Excel, Word, and Outlook.
• Experience or knowledge of CargoWise, EDI, and Tradenet systems is a plus.
• Strong customer service orientation and interpersonal skills.
• Ability to work independently and effectively in a fast-paced environment.
• Capacity to operate under pressure and provide immediate responses to urgent internal or external inquiries.
• Team player attitude with excellent communication skills.