Export Operational Staff

Overview

• Booking & Shipment Arrangement
• Receive and review export shipment instructions from customers / Sales / Customer Service.
• Check shipment details including Shipper & Consignee, POL / POD, Vessel / Voyage, ETD / ETA, container type and quantity, commodity, gross weight / measurement, and special requirements.
• Submit booking request to shipping line / carrier.
• Follow up booking confirmation and ensure vessel schedule meets customer requirements.
• Coordinate with customer, shipping line, trucking, warehouse, depot, and internal teams regarding shipment arrangements.
• Communicate booking confirmation and cut-off information to relevant parties.
• Monitor booking status and resolve booking issues or changes.
• Pre-Shipment & Documentation
• Monitor important export cut-off schedules, including CY Closing, SI Cut-off, VGM Cut-off, and Documentation Cut-off.
• Coordinate container release, trucking arrangement, and empty container pick-up where applicable.
• Ensure shipping documents received from customer are complete and accurate.
• Check commercial invoice, packing list, SI, VGM, and other required export documents.
• Coordinate with relevant parties for customs clearance and export documentation when included in the service scope.
• Shipping Instruction (SI)
• Prepare and/or review Shipping Instruction based on customer documents.
• Ensure SI information is consistent with Commercial Invoice, Packing List, Booking Confirmation, VGM, and customer instruction.
• Submit SI to the shipping line before the applicable SI cut-off.
• Follow up SI submission status and amendments.
• Coordinate with customer and shipping line in case of discrepancy or amendment.
• Ensure final SI is submitted and accepted by the shipping line.
• Bill of Lading (BL) Coordination
• Follow up Draft Bill of Lading from shipping line / carrier.
• Check BL details against customer-approved SI and supporting documents.
• Coordinate BL correction / amendment when required.
• Obtain customer confirmation / approval of Draft BL.
• Follow up issuance of Original BL, Sea Waybill, or other applicable transport documents.
• Ensure final BL details are accurate and properly distributed to relevant parties.
• Shipment Monitoring
• Monitor shipment status from container pick-up/loading until vessel departure.
• Monitor actual ETD and communicate delays or schedule changes to customer and internal stakeholders.
• Follow up transshipment or vessel changes where applicable.
• Maintain accurate shipment status in the company's operational system.
• Ensure all shipment milestones are properly updated.
• Customer Communication
• Provide shipment updates to customers on a timely basis.
• Respond to customer inquiries regarding booking, vessel schedule, cut-off, container status, SI, BL, shipment departure, documentation, and charges.
• Escalate operational issues to Supervisor / Manager when required.
• Maintain professional communication and good customer service.
• Customer Billing / AR
• Prepare customer billing based on agreed quotation, tariff, and shipment scope.
• Verify applicable charges, including Ocean Freight, Origin Charges, Documentation Fee, THC, Handling Charges, Trucking, Customs Clearance, and other applicable charges.
• Ensure billing is consistent with the approved quotation / SOP.
• Prepare and issue customer invoice and supporting documents.
• Submit invoice to customer within the required billing timeline.
• Coordinate with Finance / AR team regarding invoice submission and outstanding documents.
• Follow up customer billing discrepancies when required.
• Vendor Billing / AP
• Receive and verify invoices from shipping lines, trucking companies, depots, terminals, agents, and other vendors.
• Match vendor invoices against Booking, quotation / agreed rates, purchase order / job file, shipment details, and vendor supporting documents.
• Verify vendor charges and identify discrepancies.
• Prepare / submit AP documents to Finance according to company procedure.
• Ensure vendor invoices are submitted within the required closing / payment timeline.
• Coordinate with vendors and Finance regarding invoice discrepancies.
• Job File & Documentation Control
• Ensure all shipment documents are properly maintained in the operational system / job file.
• Maintain complete documentation, including Booking Confirmation, SI, VGM, BL, Commercial Invoice, Packing List, Customs documents, Vendor invoices, Customer invoices, and other supporting documents.
• Ensure documents are uploaded / filed according to company SOP.
• Maintain accurate and auditable shipment records.
• Shipment Closing
• Ensure all operational activities are completed after vessel departure.
• Confirm final shipment status and actual sailing details.
• Ensure customer invoice has been issued.
• Ensure vendor invoices / AP documents have been submitted

What You Can Expect :