Job Description

Key Responsibilities: Responsibilities include but are not limited to:

Data Capture and Entry

• Accurately capture and input logistics data into company systems, including booking details, shipment information, and documentation.
• Verify data accuracy and completeness before entry, flagging discrepancies or missing information.
• Maintain high standards of data quality and consistency across all systems.
• Process high volumes of data entries within agreed service level agreements.

Booking Tracking

• Monitor and track all logistics bookings from initiation through to completion.
• Update booking status in real-time as shipments progress through various stages.
• Coordinate with internal teams and external partners to obtain booking updates.
• Generate and distribute booking status reports to relevant stakeholders.
• Identify and escalate booking delays, exceptions, or issues requiring attention.
• Maintain accurate records of vessel schedules, container movements, and cargo tracking.

Filing and Document Management

• Organise and maintain comprehensive filing systems for all logistics documentation (both physical and electronic).
• Ensure all shipping documents, bills of lading, customs paperwork, and related files are properly archived.
• Implement and maintain document naming conventions and filing protocols.
• Retrieve documents promptly upon request from internal teams or external auditors.
• Ensure compliance with document retention policies and regulatory requirements.
• Scan and digitise physical documents as required.

Quality Control

• Conduct regular audits of data entries to identify and correct errors.
• Reconcile data across multiple systems to ensure consistency.
• Maintain data control logs and error tracking reports.
• Implement corrective actions to prevent recurring data issues.

Reporting and Administration

• Prepare routine reports on booking status, data quality metrics, and operational performance.
• Respond to internal queries regarding bookings, documentation, and data records.
• Support month-end and period-end reporting processes.
• Assist with ad-hoc data analysis and reporting requests

Required Qualifications
Education and Experience

• Secondary school qualification or equivalent (essential).
• 1-3 years of experience in data entry, administration, or logistics operations.
• Experience with logistics booking systems or freight forwarding operations (advantageous)

Technical Skills

• Proficient in Microsoft Office Suite, particularly Excel (pivot tables, VLOOKUP, data validation).
• Experience with logistics management systems, ERP systems, or transport management software.
• Strong typing skills with high accuracy (minimum 50 wpm).
• Comfortable working with multiple systems and databases simultaneously

Core Competencies

• Exceptional attention to detail and accuracy
• Strong organisational skills with ability to manage multiple priorities
• Excellent time management and ability to meet deadlines
• Methodical approach to work with strong process adherence
• Problem-solving mindset with ability to identify and resolve data discrepancies

Personal Attributes

• High level of integrity and confidentiality when handling sensitive information
• Self-motivated with ability to work independently
• Team player with strong communication skills
• Adaptable and willing to learn new systems and processes
• Resilient under pressure during peak operational periods

Working Conditions

• Office-based role within the operations department
• Standard business hours with occasional flexibility required during peak periods.
• Fast-paced, high pressure environment requiring sustained concentration
• May require coordination across different time zones

Reporting Structure

• Reports to: Business Systems / Finance Manager (Shared services)