Export Operational Staff

1.       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.

2.     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.

3.     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.

4.     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.

5.     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.

6.     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.

7.     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.

8.     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.

9.     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.

10.  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.

• Ensure all shipment costs and revenue are properly captured in the system.

• Close the job file within the required timeline.

• Highlight any outstanding cost, revenue, documentation, or operational issue to the Supervisor / Manager.

• Bachelor degree in any fields preferably in Logistics & Transport Management.
• Must be able to read, write and speak in English and Bahasa
• Minimum years experiences in export freight forwarding processes
• Understanding of ocean freight and shipping line procedures.

• Understanding of SI, BL, VGM, CY Closing, and vessel cut-off.

• Basic knowledge of export customs procedures.

• Understanding of freight forwarding costing and billing.

• Familiarity with freight forwarding / TMS / ERP systems.

• Good Microsoft Excel and documentation skills.
• Strong attention to detail.

• Good communication and coordination skills.

• Ability to work under pressure and meet cut-off deadlines.

• Problem-solving skills.

• Time management.

• Customer-oriented mindset.

• Ability to coordinate multiple shipments simultaneously.

• Ability to work cross-functionally with Sales, Customer Service, Finance, Customs, Warehouse, Trucking, Shipping Lines, and Customers.