A. JOB DESCRIPTIONS
· Follow up on issuance of purchase and sales contracts for concluded trades and ensure timely return of signed contracts from counter parties.
· Liaise and manage the shipment as per contractual requirement with suppliers, customers and service providers (warehouses, shipping lines and freight forwarders).
· Negotiate with freight forwarders/shipping lines and warehouse for freight booking and competitive rates
· Inform warehouses for import and export/release of cargo
· Prepare and issue documents mainly invoices, packing list, marine insurance wherever necessary
· Arrange for Letter of Credit issuance and check workability of export Letter of Credit received. Ensuring accuracy for submission to banks for negotiation of Letter of Credit
· Record and manage inventory stock levels at all locations and warehouses. Countercheck against warehouse monthly stock report to confirm stock levels match
· Regular update of shipping invoices into internal system (SAP) for both Accounts Payables and Account Receivable before month end closing
· Keep close communication with both purchase and sales counter parties to inform on vessel schedules, update on shipment progress and resolve any operational issues to ensure smooth delivery
· Prepare laytime calculation and settle dispatch/demurrage payment promptly
· Effectively handle claims with all parties such as quality, quantity and container washing/damages
· Follow up closely on payment receivables to receive timely payments
· Ensure prompt payment to suppliers and service providers
· Analyse inefficiencies that may occur in logistical operations and devise resolutions for those issues
· Assisting the Head of Operations in organizing, planning and implementing strategies to improve work efficiency
· Train and provide necessary guidance to newly hired Operation Executives ensuring processes are followed
· Assist to resolve day-to-day operational issues faced and flag to Head of Operations when required
· Any other trade support duties as assigned
B. REQUIREMENTS
· General understanding of shipping and logistics terms i.e., INCOTERMS, UCP600
· General knowledge on financial terms
· General knowledge in Microsoft Office (Word, Excel, PowerPoint)
· Ability to prioritise and multi-task in a high-pressured environment
· Ability to effectively communicate and interact with a wide range of individuals
· Ability to work independently and is adaptable to changes
· Attention to detail and proficient in numbers
· Open minded and a team player
· Sense of urgency in escalating and resolving outstanding issues
