Shipping & Logistics Executive

• Communicate with customers via phone, email, or in-person to provide information about our services, required documents for shipment, and schedules. (main forwarders, freight forwarders, and on-time customers)
• Contact customers to book volume for each voyage and enter booking orders into the Proact Booking system for both import and export shipments.
• Advise customers on closing dates for document and vehicle deliveries to the port a minimum of 10 days before vessel ETA.
• Consistently follow up regularly with the customers to ensure customers share the complete shipping documents before the date line.
• Prepare barcodes and email/hand them over to customers or the operations team within the same day of receiving the vehicle listing.
• Prepare document checklists for web bookings and one-time customers.
• Communicate with customers via phone calls and emails to resolve any issues related to incomplete documents.
• Create new customer details in the Proact system.
• Place bookings in the Proact system as per customer requirements.
• Issue Order Forms for new customers for the onboarding process in the e-Bill of Lading system.
• Resolve customers' booking problems in the Booking Screens by making appropriate changes.
• Prepare commercial/shipping invoices for one-time customers
• Provide Nocc or shipping template for new customers to prepare shipping details and the customer prepares the template with the required information.
• Share specifications for new models with the Nexus Team and request the creation of new models in the Proact system.
• Update the Booking screen with the correct model information and quantity obtained from customers.
• Coordinate with the admin department for document collection from the shipper and send the documents to the vessel.
• Compile all documents, update the checklist, and arrange for courier to East Malaysia.
• Notify agents of any import shipments and share shipper contact details for document collection.
• Update customers via emails or phone calls on clearance status and vehicle collection/delivery dates.
• Scan clearance documents and share them with EM agents.
• Approve, apportion, and prepare invoices a minimum of 1 day before vessel Eta at Load.
• Arrange courier services to send documents to EM agents.
• Generate clearance reports from the system, check their accuracy, and email the reports to agents.
• Issue port passes in the Westport system for customers requiring temporary port passes.
• Request the creation of new models in the Proact system by providing full measurement information in the excel format.

Manifest Responsibilities:

• Notify customers of the cut-off time to email their shipping instructions.
• Call and follow up with forwarding agents to obtain the shipping instructions.
• Upload the load list into the Proact system and verify the load list.
• Ensure the lading head is generated within 1 working day after the load list is uploaded.
• Generate Integrate Export documents (ISD), Bill of Lading (HBL, NVOCC) barcode and Manifest.
• Manifest should share with the operation team, Westport, and discharge port agents a minimum of 1 day before the vessel arrive at the respective ports,
• Verify the accuracy of information captured in the system, including measurement, port of discharge, service type, and collection/delivery places, before saving the shipping instructions.
• For High and Heavy cargo, ensure the declared measurements are accurate as per the booking.
• Generate the barcode list from the Proact system and email it to the GCT a minimum of 1 day before vessel ETA port Klang.
• Print and sort the ISD (International Shipping Document) and provide copies to the Nexus Team, and East Malaysia Agent.
• Verify, Issue the e-BLs and follow up for produce and File the e-BL in ICE system (e-BL platform).
• Manually create MBL and Issue and File in ICE system (e-BL Platform).
• Download the e-BL copies from the e-BL system and share them with the designated agents for the clearance process. The Charisma BL should be shared with Charisma Fleet person in-charge for billing purpose.
• Email the final manifest to East Malaysia agents, the operation team, and the finance team.
• Email the final barcode list to Westport
• Obtain the final out-turn report from the operation team and update the data in the Proact system for any cancellation or shutout units.
• Advise agents on shut or cancelled units and request them to amend their copies of the manifest accordingly.
• Submit the E-manifest to Dagang Net within 7 days upon vessel departure from the load port.

Requirements:

• Candidate must possess at least 2 years of working experience in the related field.
• Have few years of experiences in customer service line especially in preparing documentation.
• Good computer knowledge and well versed with Excel formulas and functions.
• Good command of English and Bahasa Malaysia.
• Contractual employment for the 1st year and subjected to permanent conversion/renewable contract based on the performance for the subsequent years.
• Willing to work on alternate Saturdays; 8.30am to 1pm.

Job Types: Full-time, Contract
Contract length: 12 months

Pay: RM3,000.00 - RM4,500.00 per month

Benefits:

• Free parking
• Gym membership
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Schedule:

• Fixed shift
• Monday to Friday

Supplemental Pay:

• Overtime pay
• Performance bonus

Application Question(s):

• Do you have experienced in handling Manifest?
• Do you have experienced in Shipping customer services?
• What is your expected salary?
• Are you okay with contractual employment for the 1st year?
• Are willing to work on alternate Saturday 8.30am - 1pm?

Work Location: In person

Expected Start Date: 03/31/2025