Ocean Freight Export Operations Specialist

Role Purpose

To manage end-to-end ocean freight export operations by ensuring accurate documentation, efficient shipment coordination, timely billing and payment collection, and proactive customer and stakeholder communication in line with operational and compliance standards.

Key Activities

• Manage end-to-end export documentation, ensuring completeness, accuracy, and compliance with customs and internal guidelines.
• Validate booking details (e.g., Incoterms, payment terms, special instructions) and secure required approvals, quotations, and permits.
• Coordinate shipment booking and optimization with carriers; create and maintain shipment files in CW1.
• Arrange pick-up and transport (including container movement) as required for export shipments.
• Liaise with shippers, brokers, carriers, and internal stakeholders to gather required documents and ensure smooth processing.
• Monitor shipment milestones, provide booking confirmations, vessel schedules, and shipment updates to customers.
• Prepare shipping instructions, draft and finalize Bills of Lading, and ensure timely release of shipping documents upon payment.
• Ensure compliance with destination-specific regulatory filings (e.g., AMS, ENS, ACI, JP24, FMC filings).
• Handle billing processes, including invoice preparation, cost/revenue updates, accruals, and COD payment collection prior to document release.
• Address operational accounting issues such as unbilled transactions and revenue leakages.
• Track and follow up on outstanding or unreleased documents and escalate issues when necessary.
• Maintain proactive customer communication, ensuring requirements are met and resolving any service deviations.
• Coordinate with internal teams, overseas offices, and Global Service Center for seamless execution of export operations.
• Perform other duties as assigned by the Team Lead or Station Manager.

Typical Measurement Criteria/ KPIs

Track internal KPIs such as:

• ACR Timeliness - Ensure timely and accurate recording of accruals (costs and revenues) for all export shipments within the defined SLA to support accurate financial reporting and period closing.
• Sick File - Maintain a low volume of “sick files” by proactively identifying, resolving, and closing shipment issues to ensure smooth operational flow and prevent process delays.
• Unbilled - Ensure prompt and complete billing of all eligible shipments by minimizing unbilled transactions and adhering to invoicing timelines to support timely revenue realization and cash flow.

Management Responsibility

• Individual contributor

Skills / Qualifications

Education Level/ Certification Requirements

• Bachelor’s degree in Business Administration or other related courses

Expected Years of Experience

• Minimum 2-3 years of related experience

Skills

• Good communication and presentation skills
• Software skills (Word, Excel, PowerPoint, etc.)
• Extensive knowledge of OFR Export / Import Operations
• Ability to handle multiple and hanging priorities
• Results driven and attention to details.