The Operations Assistant/Coordinator is responsible for managing daily trade operations, including end-to-end order processing, coordinating shipments, and generating shipping documents.
Job Scope:
Coordination:
- Coordinate day-to-day operational activities with customers, suppliers, ship owners, surveyors, forwarding agents and internal and external team members to facilitate smooth shipment of cargo.
Shipping Execution:
- Execute shipments according to established procedures.
- Prepare and send shipping instructions to sellers and buyers.
- Nominate vessels to sellers and buyers.
Document Management:
- Handle and generate shipping documents, including invoices, packing lists, and required shipping documents.
- Prepare and check required shipping documents for LC negotiations to banks.
- File shipment documents upon completion.
Data Management:
- Update contracts and enter shipping data into the system promptly.
Financial Coordination:
- Liaise with the finance team to ensure smooth invoicing and timely execution of cargo/freight/operational payments and expenses.
Shipment Monitoring:
- Monitor shipments to ensure smooth delivery and fulfilment.
- Post shipment follow-up to update customers on any potential delays.
Other Responsibilities:
- Month-end closing via Navision
- Perform other tasks as assigned by the Traders / Operations Manager.
