Operations Executive

Summary

The Operations Executive manages day-to-day shipment execution, coordinates with internal and external stakeholders, maintains accurate records in company systems, supports timely invoicing, and ensures communication and documentation comply with company SOPs and audit requirements.

• Operations Coordination: Manage shipment execution from job opening to completion, including booking follow-up, milestone tracking, and coordination with carriers, agents, suppliers, overseas offices, and customers.
• Communication Control: Respond to client, supplier, and overseas office emails within 24 hours, maintain professional tone, retain subject-line traceability, and follow approved email workflow and pre-alert templates.
• Documentation Control: Prepare, verify, and file operational documents accurately; ensure shipment references, vessel details, PO references, and job references are complete and consistent.
• System Entry and Traceability: Update Magaya and other approved records promptly and accurately to maintain full traceability of each shipment and related commercial activity.
• Billing and Invoicing Support: Trigger customer invoicing promptly once shipment milestones and required data are available; verify supplier invoices and flag discrepancies early.
• Issue Resolution: Identify operational exceptions, escalate promptly when needed, and support corrective action to prevent delays, errors, and recurring non-conformities.
• Continuous Improvement: Support process discipline, SOP compliance, and improvement actions that enhance service quality, efficiency, and audit readiness.

Competency Requirements

• Knowledge of freight forwarding operations and shipment lifecycle control.
• Strong written and verbal communication skills. High attention to detail and record accuracy.
• Ability to prioritise and manage multiple jobs under time pressure.
• Working familiarity with logistics systems such as Magaya preferred. Professional attitude, teamwork, accountability, and confidentiality