Import Seafreight Coordinator Back Office

Job Title: Import Seafreight Coordinator – Back Office Department: Logistics / Import Operations Reports To: Import Manager / Operations Supervisor Job Summary: The Import Seafreight Coordinator (Back Office) is responsible for managing all back-end processes related to Full Container Load (FCL), Less than Container Load (LCL), and Direct Import Shipments. This includes shipment registration, document verification, coordination with agents and brokers, task monitoring, and ensuring all import documentation and system records are accurate and compliant. The role supports efficient import operations by liaising with shipping lines, co-loaders, carriers, and internal departments to ensure timely clearance and delivery. Key Responsibilities: 1. Shipment Registration and Data Management • Register all import shipments in the system (CargoWise or equivalent), starting with consolidation and shipment entries. • Ensure all shipment details—such as shipping line, container number, and master bill number—are accurately entered. • For FCL shipments, input container numbers using the correct mode (FCL or BCN for consolidations). • For LCL shipments, enter data accurately once final documents and container details are received. • Set “Autorate” to Yes when registering shipments to ensure charges are automatically applied. 2. Coordination and Communication • Communicate with shipping lines, co-loaders, and agents to obtain arrival notices, invoices, and electronic delivery orders (EDOs). • Chase clearance documents from agents or consignees when not received. • Send pre-alerts to clients (automated where applicable) and forward clearance documents to brokers. • Liaise with brokers to ensure clearance is completed before vessel or flight arrival. • Coordinate with carriers for CADs, manifests, and delivery instructions. 3. Task Monitoring and Documentation • Monitor system-generated tasks at both consol and shipment levels, ensuring timely completion and closure. • Record notes and upload e-documents for every follow-up or issue. • Report delays or outstanding actions to the operations team or supervisor as needed. 4. FCL-Specific Duties • Lodge SCA (Sea Cargo Automation) for FCL shipments. • Send manifests to depots and chase co-loaders or shipping lines for invoices, arrival notices, and debit notes. • Follow up on telex releases and ensure clearance is obtained prior to ETA. 5. LCL-Specific Duties • Monitor unpacking of containers and obtain outturn reports within 4 days of vessel arrival. • Send manifests to unpack depots and co-loaders. • Ensure all clearance and delivery documents are received and processed promptly. 6. Direct Shipments (B Jobs) • Register direct shipments as DRT Consols based on master bill details. • Manage clearance coordination, arrival notices, and broker follow-ups. • Ensure all shipments are autorated and processed efficiently. 7. Compliance and Process Control • Ensure data consistency between house bills, master bills, and system records. • Verify that SCA lodgments and customs clearances comply with regulatory requirements. • Escalate any discrepancies or document issues to the Import Manager. Qualifications: • Minimum 2–3 years of experience in import operations, seafreight coordination, or freight forwarding (preferably in a back-office role). • Strong understanding of FCL/LCL processes, customs clearance, and shipping documentation. • Proficient in logistics software (e.g., CargoWise) and Microsoft Office tools. • Excellent communication, coordination, and organizational skills. • Ability to multitask and manage multiple shipments under tight deadlines. • High attention to detail, accuracy, and accountability. Skills & Competencies: • Knowledge of Sea Cargo Automation (SCA) and customs procedures. • Strong task monitoring and documentation control skills. • Proactive follow-up and problem-solving ability. • Customer-oriented with strong teamwork and time management skills. • Reliable, organized, and committed to process efficiency.