Logistics & Administration Coordinator

I.

Freight Operations & Logistics (Core Duties)

• Coordinate the end-to-end movement of shipments via air, ocean, and land freight.
  
  
• Schedule pickups and deliveries with vendors, warehouses, and customers.
  
  
• Prepare and process key shipping documents, including Bills of Lading, Air Waybills and Freight Invoices.
  
  
• Track and trace shipments in real-time, providing proactive updates to clients and internal stakeholders.
  Communicate effectively with carriers, suppliers, and agents to ensure on-time performance and resolve any transit issues or delays.
  
  

II.

Finance & Accounting Duties

• Customer Billing: Generate and issue accurate customer invoices in a timely manner.
  
  
• Payment Recovery: Proactively manage the accounts receivable process; contact customers to follow up on and collect overdue payments, resolve billing disputes, and ensure timely collection.
  
  
• Vendor Payments: Verify and process carrier and vendor invoices for payment.
  
  
• Cost Tracking: Monitor and track shipment costs against quotes and budgets, investigating and resolving any discrepancies.
  
  
• Data Entry: Accurately enter financial and shipment data into system.
  
  
• Reporting: Assist in preparing weekly or monthly financial reports, such as profitability analysis, cost summaries, and aged receivables.
  
  
• Reconciliation: Support the finance team in reconciling freight-related accounts.
  
  

III.

Administrative & Support Duties

• Maintain and organize digital filing systems for shipping documents, contracts, and financial records.
  
  
• Manage office supplies and coordinate equipment maintenance for the company.
  
  
• Assist in the preparation of reports, presentations, and meeting materials.
  
  
• Support team members with ad-hoc administrative tasks and projects as needed.
  
  

Requirements for position :

I.

Education & Experience

• Education: A diploma or degree in Logistics, Supply Chain Management, Business Administration, or a related field is preferred.
  
  Equivalent practical experience will be considered.
  
  
• Experience: A minimum of 1 year of experience in a freight forwarding, logistics, or transport operations role preferred.
  
  
• Hybrid Skillset: Proven experience handling both operational and administrative/financial tasks in a previous position.
  
  

II.

Essential Skills & Knowledge

• Logistics Knowledge: Basic understanding of international freight forwarding procedures (Air, Ocean, Road) and relevant documentation (Bill of Lading, Air Waybill, etc.).
  
  
• Financial Acumen: Basic understanding of accounting principles, with practical experience in invoicing, processing vendor bills, and cost tracking preferred
• Software Proficiency:
  High proficiency in the Microsoft Office Suite (especially Excel) for data analysis, reporting, and creating spreadsheets.
  
  
• Administrative Excellence: Strong organizational skills, with a keen eye for detail.
  
  

III.

Personal Competencies & Soft Skills

• Organizational Prowess: Exceptional ability to prioritize tasks, manage multiple deadlines, and work effectively in a fast-paced environment.
  
  
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with carriers, clients, and internal teams.
  
  
• Problem-Solving Mindset: A proactive and resourceful approach to identifying issues and implementing effective solutions under pressure.
  
  
• Attention to Detail: Meticulous accuracy in data entry, document preparation, and financial record-keeping.
  
  
• Team Player: A collaborative spirit, willing to support team members and contribute to a positive work environment.