Sr. Executive – Documentation & Operations (Ocean Freight)

Job Description

Key Responsibilities : 1. Job Management : Maintain job openings and ensure accurate data entry in the freight management system for all shipments. 2. SI Filing : File Shipping Instructions (SI) on carriers or co-loaders web portals or via Inttra, adhering to the required timelines. 3. Income & Expense Entry : Enter provisioned income and expense data from the Customer Service (CS) team into the system on the day of container stuffing or by the next day, without exception. 4. Shipment Milestone Updates : Ensure all shipment milestones are accurately updated in the system, reflecting the latest status. 5. Draft HBL Preparation : Prepare draft House Bill of Lading (HBL) and follow up for approval with shippers and overseas agents in a timely manner. 6. MBL & Invoice Follow-up : Monitor the progress of Master Bill of Lading (MBL) drafts and invoices to avoid delays. 7. Final Income & Expense Booking : Finalize income and expense bookings in the system and adjust provisional entries as needed to reflect actual costs. 8. Vendor Payment Processing : Manage the payment process for carrier and vendor bills, ensuring timely and accurate settlements. 9. Customer Invoicing : Issue invoices to customers promptly and follow up on payments to ensure timely collection. 10. Document Release : Oversee the release of HBL/MBL and ensure all necessary documentation is processed and distributed efficiently. 11. Courier Management : Arrange couriers for original documents when required, and share tracking details with the shipper or overseas agents as applicable. 12. Pre-Alert Dispatch : Send pre-alert notifications to relevant stakeholders, ensuring all parties are informed of shipment progress. 13. E-Documentation : Ensure that all shipment-related documents are digitized and uploaded to the system for efficient record-keeping. 14. Regulatory Filings : Handle AMS/ISF/E-Manifest filings for US and Canada-bound shipments, ensuring compliance with regulations. Qualifications & Experience : Educational Background : Bachelor's degree Experience : 3-5 years of experience in ocean freight documentation, ideally within the freight forwarding or logistics industry. Knowledge : Strong understanding of international shipping documentation, including HBL, MBL, and regulatory filings like AMS/ISF for US/Canada shipments. Technical Skills : Proficiency in using CW1 will be added advantage Communication Skills : Excellent communication and coordination abilities, with experience liaising with shippers, overseas agents, and vendors.