Ocean Freight Operations Senior Coordinator

About Toll Group

At Toll, we do more than just logistics - we move the businesses that move the world. Our 16,000 team members can help solve any logistics, transport, or supply chain challenge – big or small. We have been supporting our customers for more than 130 years. Today, we support more than 20,000 customers worldwide with 500 sites in 27 markets, and a forwarding network spanning 150 countries. We are proudly part of Japan Post — www.tollgroup.com

Key Responsibilities

Documentation & Shipment Coordination

• Receive handover files from Customer Service and create shipment consoles in CW1 on time.
• Receive Shipping Instructions (SI), Verified Gross Mass (VGM), and Importer Security Filing (ISF) documents from clients; review and verify accuracy.
• Prepare draft HBL/FCR and proforma invoices, submit them to clients for confirmation, and issue final documents after approval.
• Submit SI and VGM to carriers or NVOCCs before document cut-off deadlines.
• Review draft MBLs carefully to ensure consistency among MBL, HBL, and manifest details.

Compliance & Regulatory Filing

• Arrange and monitor AMS, e-Manifest, and ISF filings in a timely manner.
• Follow up filing status and coordinate with relevant parties to resolve discrepancies promptly, minimizing the risk of penalties.
• Ensure compliance with all ocean freight regulations, company processes, and KPI requirements.

Financial & Vendor Management

• Collect invoices from carriers, NVOCCs, and vendors; verify accuracy before submission.
• Coordinate with Operations Finance for CW1 entry and transfer documentation to COE for payment processing.
• Ensure timely payments to obtain Seaway Bills, Telex Releases, or Original MBLs before vessel arrival.
• Prevent late payment charges, demurrage (DEM), and detention (DET) costs at destination.

Cargo Release & Documentation Control

• Provide required documents to carriers and NVOCCs for obtaining Original MBLs, Seaway Bills, or Surrendered/Telex Released MBLs.
• Upload all shipping documents into CW1 e-Doc.
• Issue Original or Telex Released HBLs to clients upon receipt of required payments and Letters of Indemnity (LOI).
• Keep overseas agents informed of cargo release status.

Communication & Stakeholder Coordination

• Send pre-alerts to overseas agents on time.
• Coordinate closely with Sales, Finance, Logistics, Legal, and other departments to ensure smooth shipment execution.
• Maintain effective communication with clients, carriers, NVOCCs, vendors, and overseas agents.

Problem Solving & Continuous Support

• Proactively identify and resolve operational issues and unforeseen problems.
• Perform additional duties and responsibilities assigned by the Supervisor or Manager.

Key Competencies

• Ocean freight documentation management
• Regulatory compliance (AMS, ISF, e-Manifest)
• Attention to detail and accuracy
• Vendor and payment coordination
• Customer service and stakeholder management
• Problem-solving and time management
• Cross-functional collaboration

What moves you?

At Toll, you can help play a vital role in delivering what matters. From food, fuel, medicine and rescue services, we keep businesses and communities thriving. Every day brings change. We see that as an opportunity. To be curious. To ask the right questions. And build meaningful connections. Because finding new ways to solve problems is what we do. With a bold vision to expand our global reach, our 16,000+ people bring a passion for progress. We collaborate in friendly, caring teams, supported by approachable leaders who give us the autonomy to quickly make decisions with impact. Learn and grow with industry-leading training, alongside talented experts. Feel empowered to take on diverse challenges and new responsibilities to move you, our customers, and our world further.

Are you excited about this role but are concerned you don’t meet all the requirements? If you have similar skills and are willing to learn then we encourage you to apply anyway. We know that some people hesitate to apply for jobs unless they meet every single qualification. At Toll, we value a diverse, inclusive and authentic workplace, so if you’re interested in this role but your past experience doesn’t align perfectly then please talk to us – you may be just the right candidate for this or other roles we have coming up.

At Toll everyone is welcome including those of all ages, ethnicities, genders and abilities.

To find out more about us visit www.careers.tollgroup.com

You must be entitled to work in Vietnam and be prepared to undertake pre-employment checks including a criminal history check and medical.