Operations Specialist

Operations Specialist – Middle Office

We are seeking an experienced and detail-oriented Operations Specialist (Middle Office) to support our logistics and freight forwarding operations. This role is essential in ensuring compliance, documentation accuracy, and smooth coordination between clients, agents, and internal teams.

Key Responsibilities

Documentation & Shipment Coordination

• Verify import and export shipping documents for accuracy and promptly relay errors to clients or agents.

• Ensure timely endorsement of shipping documents to customs brokers.

• Coordinate with transport/field operations for truck booking, scheduling, and BOC clearances.

• Handle domestic sea and airfreight bookings with airlines and shipping lines.

Compliance & SOP Adherence

• Ensure strict compliance with account/project SOPs, KPIs, and internal policies.

• Stay updated on regulatory changes and ensure proper adaptation.

• Timely update of milestone events in operating systems for all shipments.

Financial & Billing Management

• Oversee timely payments to shipping lines and container deposit refunds.

• Ensure accurate and timely issuance of billings per SOP.

• Monitor unbilled and partially billed job files and close them within reasonable timeframes.

• Provide justification for unmatched costs and handle dispute resolution for billing issues.

Client & Stakeholder Coordination

• Liaise with international and local agents for freight forwarding services.

• Provide regular shipment status updates to clients.

• Attend client visits and represent the organization in government-related dealings when required.

• Submit daily reports and ensure timely communication with stakeholders.

Qualifications

• Bachelor’s degree in Customs Administration, Business, or related course (BSCA preferred).

• Minimum of 1 year experience in a freight forwarding company (Licensed Customs Broker is an advantage).

• Strong oral and written communication skills.

• Proficiency in Microsoft Office and familiarity with industry-related software.

• Keen attention to detail and thorough understanding of documentation processes.

Behavioral Competencies

• Trustworthy and reliable.

• Excellent communication and problem-solving skills.

• Proactive and able to think outside the box.

• Highly organized, responsive, and resilient.

• Positive attitude with strong teamwork and adaptability.

Language Requirements

• Proficient in English (oral and written).

Career Growth & Performance

• Opportunity to build a career in logistics and freight forwarding operations.

• Performance measured through established KPIs and adherence to operational standards.