Shipping Sales Support Coordinator / Shipping Documentation Assistant

Job Summary

You will provide essential documentation and operational support to the Business Development team, coordinate between sales, operations, and customers, and manage import/export documentation to ensure smooth shipment processing and billing accuracy.

Responsibilities

• Provide documentation and operational support to the Business Development team to enable accurate service quotations and job confirmation
• Verify shipment details, documentation requirements, and permit feasibility before confirming orders
• Coordinate communication between sales, operations, and customers to ensure smooth handover of confirmed shipments
• Prepare and process import and export documentation following regulatory and company standards
• Manage operational documentation during staff absences to maintain workflow continuity
• Accurately prepare invoices, permits, and cargo insurance documents
• Apply for and process permits using TradeNet and Tradeweb systems
• Coordinate with shipping lines on documentation, schedules, and shipment requirements
• Scan and store documents in the company’s internal system to maintain organized filing
• Prepare and process billing accurately and promptly, ensuring invoices match agreed services and approved quotations
• Arrange and follow up on refund cases according to company procedures
• Check and verify washing, repair, and PSA invoices for accuracy before submission or approval
• Identify and report discrepancies that could affect billing or customer charges
• Communicate professionally with customers about shipment documentation, delivery arrangements, and additional charges
• Coordinate with warehouses to arrange goods collection and delivery
• Prepare local delivery documentation and assign transportation jobs
• Assist the operations team with daily coordination and administrative tasks to support smooth workflow
• Perform other duties as assigned by supervisors or management

Preferred competencies and qualifications

• Knowledge of Microsoft Office, including Excel and Word
• At least 1-2 year of experience in shipping documentation, especially import/export documentation
• Experience using TradeNet and Tradeweb for permit processing
• Strong organizational and data entry skills
• Excellent communication and interpersonal skills
• Ability to work effectively in a fast-paced environment
• Detail-oriented and organized approach to tasks
• Problem-solving mindset
• Willingness to learn and adapt

If you're ready to contribute to a dynamic team and navigate the complexities of shipping operations, we want to hear from you!

Send your resume and a brief cover letter to [[email protected]] with the subject line Shipping Sales Support Coordinator / Shipping Documentation AssistantApplication - [Your Name].

Join us as we sail towards excellence in logistics!