Ocean Freight Operations Senior Coordinator (Sea Master)

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. Problem Solving & Continuous Support

• Proactively identify and resolve operational issues and unforeseen problems.

• Perform additional duties and responsibilities assigned by the Supervisor or Manager.

• 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