Job Description

Key Responsibilities

Ocean Export Operations

Execute end-to-end ocean export shipments from booking through documentation, customs clearance, vessel departure, and pre-alert.
Coordinate FCL and LCL export shipments in line with customer requirements and agreed SOPs.
Coordinate shipment bookings with shipping lines/NVOCCs based on routing, transit time, equipment availability, and customer requirements.
Track key shipment milestones including booking confirmation, container planning, empty pickup, stuffing, customs clearance, gate-in, documentation, vessel departure, and pre-alert.
Ensure adherence to vessel cut-offs, SI cut-offs, VGM deadlines, port/CFS timelines, and other operational milestones.
Monitor vessel schedules, rollovers, blank sailings, port congestion, equipment shortages, and other operational disruptions.
Proactively flag potential delays or service issues and coordinate with relevant stakeholders for timely resolution.
Ensure accurate and timely updating of shipment status in the operating system.
Execute shipments in accordance with customer-specific SOPs and service requirements.

Documentation & Compliance

Prepare and coordinate shipping documentation including Shipping Instructions, Bill of Lading, VGM, invoices, packing lists, certificates, and other required documents.
Verify HBL/MBL details and coordinate with customers, shipping lines, and agents for corrections or amendments.
Coordinate with Customs Brokers/CHA teams to support timely customs clearance and resolution of documentation issues.
Ensure compliance with applicable customs, port, shipping line, regulatory, and company requirements.
Maintain accurate shipment records and documentation in line with internal SOPs and audit requirements.
Identify documentation discrepancies and ensure timely correction to avoid shipment delays.

Shipping Line & Vendor Coordination

Coordinate with shipping lines, NVOCCs, CFSs, ICDs, transporters, customs brokers, and other service providers for smooth shipment execution.
Follow up on bookings, equipment availability, container release, gate-in, documentation, vessel schedules, and sailing confirmations.
Coordinate resolution of booking failures, equipment shortages, rollovers, vessel delays, and other service issues.
Track vendor and shipping line performance and highlight recurring operational issues to the concerned stakeholders.
Provide operational inputs on carrier/service performance and capacity constraints where required.

Customer Service & Stakeholder Coordination

Provide timely shipment status updates and communicate operational milestones, delays, and exceptions to customers and internal stakeholders.
Coordinate closely with Sales and Customer Service teams to ensure customer requirements are delivered as committed.
Respond to operational queries and support timely resolution of customer complaints and escalations.
Follow customer-specific SOPs and ensure all operational requirements are adhered to.
Maintain proactive communication with customers and internal stakeholders to minimize service failures and escalations.

Shipment Tracking & Exception Management

Monitor shipments from booking to vessel departure and ensure all critical milestones are completed within defined timelines.
Track delays, rollovers, port congestion, equipment shortages, customs issues, documentation gaps, and other shipment exceptions.
Coordinate with relevant stakeholders to resolve operational issues and minimize customer impact.
Escalate critical or recurring exceptions to the appropriate level in a timely manner.
Maintain accurate records of shipment exceptions and ensure timely closure.
Support identification of recurring operational issues and implementation of corrective actions.

Cost & Operational Efficiency

Monitor shipment-related operational costs, including transportation, CFS, documentation, detention/demurrage, customs, and other applicable charges.
Follow up on detention/demurrage risks and coordinate timely action to minimize avoidable costs.
Coordinate with Finance and vendors for invoice validation and resolution of billing discrepancies.
Ensure operational activities are performed within approved commercial and process guidelines.
Identify opportunities to reduce errors, delays, manual intervention, and avoidable operational costs.

Team & Process Support

Support the Operations team in day-to-day shipment execution and workload coordination.
Assist team members with operational queries, shipment exceptions, and process-related requirements.
Ensure adherence to SOPs, internal controls, and compliance requirements.
Support onboarding and knowledge sharing for new team members where required.
Contribute to a collaborative, accountable, and customer-focused operations environment.

Performance Tracking & Reporting

Track operational KPIs including shipment TAT, on-time vessel departure, documentation accuracy, booking success rate, and customer escalations.
Prepare regular shipment and operational status reports as required.
Maintain accurate operational data and ensure timely system updates.
Identify recurring operational trends, service failures, and process gaps and highlight them to the reporting manager.
Support implementation of process improvements to enhance operational efficiency and customer experience.

Cross-Functional Coordination

Coordinate with Sales, Pricing, Customer Service, Procurement, Finance, Customs, Transport, Network Offices, and Overseas Offices for shipment execution.
Coordinate with overseas agents/offices for pre-alerts, documentation, destination requirements, and shipment-related queries.
Provide operational inputs to Sales and Pricing teams regarding routing, transit times, carrier options, and service feasibility.
Support implementation of new customers, trade lanes, products, and operational processes.
Coordinate with global and regional stakeholders for resolution of shipment-related operational issues.

Executive - Ocean Export Operations - Freight Forwarding