Freights & Document Assistant

Overview

Connecting clients to markets – and talent to opportunity

With 4’500+ employees and over 250’000+ retail clients worldwide and 55’000+ institutional, commercial, and payments clients, we operate from more than 70 offices spread across six continents. As a fortune 100, Nasdac-listed provider, we connect clients to the global markets – focusing on innovation, human connection, and providing world class products and services to all types of investors.

Business Segment Overview – Operations Department – 100%

As a Freight Administrator you will support day-to-day administration and execution of international freight activities, ensuring shipments are properly documented, monitored, invoiced and recorded.

The role works closely with the operation, commercial and logistics teams, shipping lines, freight forwarders, and other service providers to ensure accurate and timely freight operations.

Responsibilities

Freight & Shipment Administration

• Maintain accurate shipment, booking, freight-rate, and cost information in internal systems.
• Monitor bookings, shipment schedules, departures, arrivals, and relevant operational milestones.
• Follow up with carriers, freight forwarders, agents, and stakeholders when information or documentation is missing.
• Maintain organized and accurate freight records.

Documentation

• Collect, review, and file freight and shipping documentation.
• Ensure documentation is complete and consistent with shipment instructions.
• Support the Operation team with bills of lading release, booking confirmations, invoices, freight statements, and other transport-related documents.

Freight Invoices & Cost Control

• Identify discrepancies and coordinate clarification with carriers or service providers.
• Support freight-cost allocation and invoice approval processes.
• Maintain records of freight charges and additional logistics costs.
• Assist with demurrage, detention, storage, and another additional-cost follow-up.
• Back-up of billing analyst team in case of needs (vacations)

Operational Coordination

• Liaise with internal teams such as Trading, Logistics, Finance, Operations, and Freight.
• Coordinate with shipping lines, freight forwarders, terminals, agents, and other logistics providers.
• Escalate shipment delays, documentation issues, invoice discrepancies, or other operational problems.

Reporting & Data Quality

• Update freight trackers, systems, and operational reports.
• Ensure freight data is accurate, complete, and up to date.
• Contribute to improving processes, and operational controls.

This function will report to Traffic Manager based in Lausanne (Switzerland)

This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary, including team lead.

Qualifications

To land this role you will need:

• Good understanding of international shipping and logistics processes.
• Strong administrative and organizational skills.
• High attention to detail and accuracy.
• Good Excel and Microsoft Office skills.
• Ability to manage multiple shipments, invoices, and priorities simultaneously.
• Strong communication and follow-up skills.
• Comfortable working with internal and external stakeholders across different countries.
• Ability to identify discrepancies and escalate operational issues appropriately.
• Fluent English and Portuguese; additional languages are an advantage

What makes you stand out:

• Previous experience in freight forwarding, shipping, logistics, commodity trading, or international transport (2 to 3 years).
• Experience with container shipping is an advantage.
• Experience handling freight invoices and shipping documentation is desirable.
• Knowledge of Incoterms and basic international trade documentation is an advantage.
• Excellent attention to details and abilities to work under pressure
• Highly productive and efficient work style
• Able to work into a diverse and multicultural environment
• Customer service oriented

Education / Certification Requirements: 

• Bachelor’s degree in logistics, business administration, international trade or related field

Working environment:

• Hybrid/In-office/Remote 1 day per week
• Travel Requirements (if applicable)