Freight Forwarding Operations & Billing Executive

Job Title: Freight Forwarding Operations & Billing Executive

Location: Udyog Vihar, Phase 5, Gurgaon, Haryana

Working Model:

• Hybrid – 5 Days Office + Saturday Work From Home

Experience:

• 1–3 Years

Salary:

• ₹4 LPA – ₹6.5 LPA

About the Role:

We are looking for a detail-oriented Freight Forwarding Operations & Billing Executive to support our Operations and Customer Service team. The ideal candidate should have experience in freight forwarding, shipment documentation, ERP management, billing coordination, and invoice processing.

The role involves managing shipment records, updating operational milestones, processing vendor invoices, coordinating customer billing, and ensuring all shipment files are complete, compliant, and audit-ready.

Key Responsibilities:

Documentation & ERP Management

• Upload and maintain shipment-related documents in the ERP system.

• Manage HBL, MBL, Shipping Bills, Delivery Orders, Gate Passes, and other shipment documents.

• Ensure accurate and timely updates of shipment records.

• Maintain complete and audit-ready electronic shipment files.

Invoice Processing & Vendor Coordination

• Book carrier, airline, shipping line, CHA, transporter, vendor, and overseas agent invoices in the ERP.

• Coordinate with Accounts for timely processing of vendor payments.

• Follow up on pending payments and invoice approvals.

• Resolve invoice discrepancies and billing-related issues.

Shipment Tracking & Operations Support

• Update shipment milestones including ETD, ETA, ATD, ATA, transshipment details, and delivery status.

• Monitor shipment progress and maintain accurate operational records.

• Coordinate with internal teams for smooth shipment execution.

Customer Billing

• Update customer sell rates in the ERP system.

• Prepare Proforma Invoices and coordinate final invoice generation.

• Verify invoice calculations, GST details, billing addresses, and supporting documents.

• Share invoices and supporting documents with customers.

• Arrange dispatch of physical invoices wherever required.

Master Data Management

• Create and maintain customer, vendor, overseas agent, shipping line, airline, CHA, and transporter records.

• Ensure master data remains accurate and updated.

Compliance & File Closure

• Ensure all shipment files contain complete operational and financial documentation.

• Coordinate with Operations, Customer Service, and Accounts teams for timely closure of shipment files.

• Support audits, MIS reporting, and compliance requirements.

• Maintain complete and accurate records for audit readiness.

Required Qualifications

• Graduate in any discipline (Commerce, Logistics, or Supply Chain preferred).

• 1–3 years of experience in Freight Forwarding, Logistics Operations, or Shipping Documentation.

• Good understanding of import/export documentation processes.

• Experience working on logistics ERP systems such as e-Freight Suite, CargoWise, LogiSys, or similar platforms.

• Knowledge of invoicing, billing procedures, and documentation control.

• Proficiency in Microsoft Excel and MS Office.

• Strong attention to detail and organizational skills.

• Good communication and coordination abilities.

Preferred Skills

• Freight Forwarding Operations

• Import & Export Documentation

• Shipping Documentation

• Billing & Invoice Processing

• ERP Management

• Vendor Coordination

• Customer Billing

• Logistics Operations

• Shipment Tracking

• MIS Reporting

Why Join Us

• Competitive salary package.

• Hybrid working model.

• Opportunity to work with a growing freight forwarding and logistics organization.

• Exposure to international shipping and supply chain operations.

• Career growth opportunities within operations and customer service functions.