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.

Key Responsibilities

· 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

Minimum Diploma in supply chain and logistics related field.

· 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