Global Forwarding Operation

The Global Forwarding Operation & Documentation Associate/ Senior Associate is responsible for managing the operational aspects of international freight forwarding, including the preparation and handling of all necessary shipping documentation. This role ensures that shipments are processed efficiently, in compliance with international trade regulations, and with accurate and timely documentation. The Senior Associate plays a pivotal role in ensuring smooth logistics operations, coordinating with multiple stakeholders, and maintaining high standards of customer services.

Key Responsibilities:

Operational Management:

• Coordinate and manage the end-to-end process of international freight shipments, including booking, scheduling, tracking, and delivery.
• Monitor the movement of goods from origin to destination, ensuring timely and cost-effective transportation.
• Work closely with carriers, freight forwarders, and other logistics partners to ensure smooth operations.
• Resolve any operational issues that arise during the shipping process, such as delays, damages, or routing changes.

Documentation Preparation and Review:

• Prepare and review all necessary shipping documents, including Bills of Lading, Commercial Invoices, Certificates of Origin, Packing Lists, and export/import declarations.
• Ensure that all documentation is accurate, complete, and in compliance with international regulations and customer requirements.
• Verify documentation against shipping instructions, purchase orders, and other relevant documents.

Compliance and Regulatory Adherence:

• Ensure that all operations and documentation adhere to international trade regulations, including customs laws, import/export restrictions, and hazardous materials guidelines.
• Stay updated on changes in regulations and ensure that all processes are compliant with current laws.
• Collaborate with customs brokers and regulatory authorities to resolve compliance issues.

Coordination and Communication:

• Coordinate with internal teams (sales, finance, customer service) to ensure alignment on shipment details and documentation requirements.
• Communicate with international partners, customers, and logistics providers to manage expectations and ensure smooth operations.
• Act as a liaison between the company and external stakeholders, addressing any concerns related to operations or documentation.

Customer Service:

• Provide high-quality customer service by addressing inquiries related to shipment status, documentation, and compliance.
• Maintain strong relationships with customers, ensuring their needs are met and they are informed throughout the shipping process.
• Resolve customer complaints and issues in a timely and professional manner.

Process Improvement:

• Identify opportunities to improve operational efficiency and documentation accuracy.
• Implement best practices and standard operating procedures (SOPs) for both operations and documentation processes.
• Provide training and support to junior staff on operational and documentation processes.

Reporting and Record Keeping:

• Maintain accurate records of all operational activities and documentation related to international shipments.
• Generate and analyze reports on shipment status, operational efficiency, and documentation accuracy.
• Prepare reports for internal management and external audits as required.

Problem Resolution:

• Proactively address and resolve issues related to both operations and documentation, such as shipment delays, customs holds, or missing documents.
• Work with internal teams and external partners to implement corrective actions and prevent future issues.
• Analyze root causes of problems and recommend process improvements.

Qualifications:

• Education: Bachelor's degree in Logistics, International Trade, Supply Chain Management, Business Administration, or a related field.
• Experience: Minimum of 3-5 years of experience in international freight forwarding and documentation management.
• Skills:
• Strong knowledge of international freight forwarding processes, shipping documentation, and customs regulations.
• Proficiency in logistics management software and documentation systems.
• Excellent organizational, analytical, and problem-solving skills.
• Strong communication skills, with the ability to manage multiple stakeholders.
• Attention to detail and ability to work under tight deadlines.
• Ability to work independently and collaboratively in a fast-paced environment.

Job Type: Full-time

Work Location: In person