Freight Operations Assistant

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Job Description:

Job Summary

The Freight Operations Assistant is responsible for managing and monitoring ocean export shipments, ensuring timely customer billing, vendor payment processing, accounts receivable and payable monitoring, and compliance with operational, financial, and regulatory requirements. The role supports the efficient movement of shipments while maintaining accurate documentation, cost controls, and customer service standards. The employee may also be assigned to support Ocean Import operations or other departments/functions as required by management and business needs.

Key Responsibilities

Ocean Export Operations

• Handle and monitor Ocean Export shipments from booking to completion.
• Ensure compliance with customer SOPs, company procedures, and service requirements.
• Coordinate with customers, carriers, truckers, brokers, overseas agents, and internal departments.
• Monitor shipment status and provide timely shipment updates.
• Ensure complete and accurate shipping documentation.

Customer Billing and Accounts Receivable

• Ensure all shipments are billed within 1-3 working days from Actual Time of Departure (ATD).
• Verify billing accuracy to minimize billing adjustments and customer disputes.
• Ensure Non-VAT customers provide complete Non-VAT requirements before billing.
• Monitor outstanding receivables and coordinate with customers and Finance on billing and collection concerns.
• Assist in resolving billing discrepancies and customer inquiries.

Vendor Payables Management

• Ensure vendor payment requests are submitted within 1-2 working days from receipt of invoice.
• Ensure broker and trucker invoices are requested for payment within 10 days.
• Monitor accounts payable and coordinate with Finance for timely payment processing.
• Resolve invoice discrepancies with vendors and service providers when necessary.

Documentation and Compliance

• Ensure compliance with shipment Folder Checklist requirements.
• Maintain complete and accurate shipment records and documentation.
• Ensure all required information and supporting documents are properly filed and archived.
• Ensure approved customer quotations and prepaid charge quotations are stored in the Quotation Log Shared Folder and working shipment folder.

Costing and Financial Control

• Ensure all charges have corresponding costs and cost accruals.
• Verify proper use of Operating Cost (OC) codes.
• Maintain accuracy of shipment costing, accruals, and profitability reporting.
• Support month-end and finance-related operational requirements as needed.

Regulatory and System Compliance

• Ensure timely and accurate updates of:
  • FGV
  • Shipment Milestones
  • ISF
  • AMS
  • ICS2
  • AFR
• Maintain compliance with customer, carrier, company, and regulatory requirements.

Cross-Functional Support

• Assist in Ocean Import operations when assigned.
• Provide operational support to other departments and functions as required by management.
• Participate in process improvement initiatives and special projects.
• Perform other duties and responsibilities that may be assigned from time to time in support of business operations.

Employee Type:
 

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