Ocean Freight Operations Senior Coordinator

About Toll Group

At Toll, we do more than just logistics - we move the businesses that move the world. Our 16,000 team members can help solve any logistics, transport, or supply chain challenge – big or small. We have been supporting our customers for more than 130 years. Today, we support more than 20,000 customers worldwide with 500 sites in 27 markets, and a forwarding network spanning 150 countries. We are proudly part of Japan Post — www.tollgroup.com

1. Booking management:

• Receive booking details from shippers and forward them to controlling office for instruction. Or upon receiving information from controlling party for new shipments/accounts, the Ops team will check with shippers for cargo status and update to controlling offices to get shipping instruction.
• Create new booking details in CW1 (Cargo Wise) within 24 hours. Where this occurs outside of normal business hours, data entry is required by close of business on the next business day.
• Obtain booking confirmation with carriers/co-loaders following controlling party instructions.
• Send booking confirmation to shippers for export arrangements.

2. Customer relationship Management

• To build and maintain strong relationship with customers to gain a deep understanding of their needs.
• Communicate proactively with shippers, controlling parties and internal teams.

3. Shipment Monitoring, Schedule Control & Systems updates

• Follow up with shippers to ensure cargo is exported as planned. Any changes must be reported to the controlling party for approval.
• Track & trace shipment routers on carriers’ websites. If schedule change, double-check with carriers and request space protection.
• Update all concerned parties about schedule changes timely as well as CW1 promptly with any schedule modifications.
• Send rolling reports to PIC when required.
• Request shippers, customers to provide shipping instruction (SI-B/L details) in time, hand over job files to the Documentation Team for timely preparation of shipping documents.
• Send Security filing (AMS, ACI, ENS, AFR, CCAM, ISF, FMC…) accurately and on time if required.
• Issue draft HB/L and send to shipper for checking. Monitor Documentation team in sending SI to carriers on time. Four-eyes checking on HBL & MBL together with Documentation team to make sure all details are correct and matching.
• Do billing in CW1 and sending debit notes/ e-invoice to customer for their payment. Pass debit note to financial department to issue final invoice to customers.
• Get carriers/co-loaders’ invoice and send to financial department to make payment timely.
• Follow up to get SWB or telex released from carriers/co-loader before cargo arrive destination to avoid extra charge occurred.
• Issue original HB/L, SWB or surrendered HB/L to shipper upon receiving their payment. If shippers do not make payment and get HB/L in time, Ops team must check with them the reason and inform them ETA to avoid storage charge/demurrage occurred.
• Update the status to destination office. If shippers get surrendered HB/L, Ops team must inform destination office immediately so that they can release cargo to Consignee in time to avoid storage charge.
• Upload booking request forms, booking confirmations, and other related documents into CW1.
• Create new organizations in CW1 and update client tariffs accordingly.

-            Solving the unforeseen problem (if any).

• Closing the file if all above are finished as per KPI setting.
• Any other tasks which are assigned by leader/manager. 

4. Cross-Functional Coordination

• For EXW, DDU, DAP, DDP shipments, ensure all required documents are provided to logistics PIC or vendors for: cargo pick-up, customs clearance, and on time closing as per instructions.
• Coordinate with teammates and other departments to ensure smooth handling of business operations.
• Address unforeseen issues promptly and provide solutions.

What moves you?
 

At Toll, you can help play a vital role in delivering what matters. From food, fuel, medicine and rescue services, we keep businesses and communities thriving. Every day brings change. We see that as an opportunity. To be curious. To ask the right questions. And build meaningful connections. Because finding new ways to solve problems is what we do. With a bold vision to expand our global reach, our 16,000+ people bring a passion for progress. We collaborate in friendly, caring teams, supported by approachable leaders who give us the autonomy to quickly make decisions with impact. Learn and grow with industry-leading training, alongside talented experts. Feel empowered to take on diverse challenges and new responsibilities to move you, our customers, and our world further.

Are you excited about this role but are concerned you don’t meet all the requirements? If you have similar skills and are willing to learn then we encourage you to apply anyway. We know that some people hesitate to apply for jobs unless they meet every single qualification. At Toll, we value a diverse, inclusive and authentic workplace, so if you’re interested in this role but your past experience doesn’t align perfectly then please talk to us – you may be just the right candidate for this or other roles we have coming up.

At Toll everyone is welcome including those of all ages, ethnicities, genders and abilities. 

To find out more about us visit www.careers.tollgroup.com

You must be entitled to work in Vietnam and be prepared to undertake pre-employment checks including a criminal history check and medical.