Job Description
A. Shipment Planning & Logistics Coordination
β’ Research and plan the most appropriate routing for air, sea, and surface shipments, considering the nature of goods, transit time, cost, and customer delivery requirements.
β’ Arrange appropriate packaging for shipments considering climate, weight, fragility, cost, and warehousing requirements at the final destination, including compliance with ISPM-15 norms for wooden packaging where applicable.
β’ Coordinate with third-party vendors β transporters, Customs House Agents (CHAs), airlines, and shipping lines β to ensure smooth movement of cargo in accordance with customer requirements and agreed timelines.
β’ Track shipment status using the Company's freight management system/ERP and proactively update customers and internal stakeholders.
β’ Provide accurate and timely shipping information to Customs House Agents for smooth customs clearance.
B. Documentation & Regulatory Compliance
β’ Obtain, verify, and prepare shipping documentation, including Bills of Lading, Airway Bills, Shipping Bills, Bills of Entry, Certificates of Origin, and Packing Lists, in compliance with applicable customs laws and regulations and DGFT / Foreign Trade Policy guidelines.
β’ Ensure documentation meets customer and insurance requirements and supports timely customs clearance.
β’ Maintain accurate shipment files and records in line with Company SOPs and applicable statutory record-retention requirements.
β’ Support the Freight Forwarding Manager in updating Standard Operating Procedures (SOPs) for logistics processes.
β’ Support compliance with IATA Dangerous Goods Regulations and other applicable trade and transport regulations for restricted or hazardous cargo.
C. Commercial & Billing Support
β’ Prepare competitive and reasonably profitable freight quotations in response to customer requests, negotiating rates with subcontractors and vendors under the guidance of the Assistant Manager/Manager.
β’ Arrange timely payment of freight charges and other associated costs to vendors and service providers.
β’ Raise customer invoices in accordance with agreed quotations and follow up to ensure billing accuracy.
β’ Maintain accurate records of shipment costs and revenue to support departmental MIS and reporting.
D. Customer Service & Issue Resolution
β’ Handle customer queries and shipment-related issues promptly and professionally, escalating complex matters to the Manager as required.
β’ Investigate and assist in resolving customer claims, coordinating with vendors, insurers, and internal stakeholders as necessary.
β’ Maintain regular communication with customers regarding shipment status, delays, and documentation requirements.
E. Process Improvement & General Responsibilities
β’ Seek continuous improvement in work processes to enhance efficiency and reduce costs.
β’ Maintain high ethical standards and a clean, safe, and organized working environment in compliance with all applicable laws, regulations, and Company policies.
β’ Report irregular issues, problems, or compliance risks promptly to the Supervisor/Assistant Manager.
β’ Maintain good communication with managers, supervisors, coworkers, and outside contacts.
β’ Perform special projects and other duties as assigned by the Freight Forwarding Manager.
Educational Qualification
β’ Graduation in any discipline from a recognized University
β’ Diploma or certification in Freight Forwarding, Customs Clearance, or Logistics preferred
