1. Contract Validation & Pre‑Shipment Control
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Interpret business confirmations, validate contract terms, and ensure timely issuance of prepayment invoices (fixed or provisional).
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Secure prepayments within required timelines to avoid shipment delays or financial exposure.
2. Time‑Critical Shipment Planning
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Source freight rates, finalize container bookings, and align shipper readiness with container availability.
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Share schedules and request DI from buyers promptly to avoid vessel cut‑off risks and potential rollovers.
3. Documentation Accuracy & Deadline Management
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Issue shipping and BL instructions within strict timelines; coordinate VGM, draft approvals, and container pickup orders.
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Ensure error‑free documentation to prevent LC discrepancies, port delays, or storage costs impacting P&L.
4. Execution, Tracking & On‑Time Delivery
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Monitor shipments end-to-end, manage transshipments, and proactively resolve delays or rollovers.
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Communicate sailing updates to buyers, ensuring full visibility and customer confidence.
5. Financial Stewardship & P&L Protection
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Issue final invoices on time and ensure prompt payments from buyers to mitigate credit and FX risk.
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Process freight, shipper, and forwarder payments accurately to maintain uninterrupted operations.
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Work with Treasury and Accounting to allocate funds correctly and close month-end with zero unallocated items.
6. Trade Finance & Compliance
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Handle LC documentation, avalized drafts, trust receipts, and LOI/Telex Release processes with precision.
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Partner with Legal to resolve third-party payment issues and ensure full compliance across transactions.
7. Insurance & Claims Handling
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Issue marine insurance for CIF shipments and support claim processes for damage, shortage, or quality disputes.
8. Dispute Resolution & Cost Control
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Manage and resolve disputes related to freight rate mismatches, demurrage, detention, SOA mismatches, and shipment delays.
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Coordinate quality and weight settlements with shipper and buyer, minimizing negative financial impact.
9. Position Management & Internal Coordination
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Ensure timely PS creation for accurate MTM/position tracking by trading teams.
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Manage afloat shipments and provide timely updates to internal stakeholders.
10. Month-End & Operational Closure
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Release all shipment data for month-end, finalize invoices, and ensure clean reconciliation of all allocations.
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Support audit and reporting requirements with complete and accurate documentation.
