Kerja Sepenuh Masa, Ocean Freight Operations - Systems Coordinator (1-year Contract) di Vita Coco - Maukerja

About the role

We are looking for a fixed term contract Ocean Freight Operations & Systems Coordinator to give hands-on support to our Ocean Freight team. The role takes on a set of manual, high-volume tasks that keep our shipments, freight costs and system data accurate: resolving carrier and 3PL invoice disputes, keeping freight rates and vendor records up to date, managing 3PL bookings and shipping documents, monitoring system data flows, and reconciling shipment data across our systems.

The ideal candidate is detail-oriented, comfortable working across several systems and large volumes of operational data, and ideally has freight forwarding, ocean freight or logistics experience, however, not required. No prior experience with our specific systems is needed; training will be provided.

Role purpose

Provide temporary operational and administrative support to the Ocean Freight team so that invoices are correct, system data is reliable, shipping documents reach the right parties on time, and discrepancies are caught and resolved before they cause delays or extra cost.

Key responsibilities

1. Carrier and 3PL invoice disputes

• Check ocean carrier and 3PL invoices against contracted rates, agreed surcharges and actual shipment details to identify billing errors.
• Raise disputes with our core ocean carriers and the 3PL, with supporting evidence (rate agreements, booking records, shipment milestones).
• Track each dispute in the dispute log through to resolution, credit note or corrected invoice, and follow up on overdue items.
• Keep the Ocean Freight team and Finance updated on open and resolved disputes.

2. Freight rates and vendor records

• Update ocean freight rates and surcharges (e.g. fuel/bunker adjustments, peak season surcharges, general rate increases) in the freight management platform when carriers issue rate advisories, making sure effective dates are correct.
• Reassign shipments to the correct carrier or forwarder in the platform when shipment allocations change.
• Set up new vendors (carriers, forwarders and other service providers) in the freight management platform.
• Coordinate new vendor onboarding with Finance: gather the required registration documents and follow up until the vendor is fully set up for booking and payment.

3. Shipment data quality and system monitoring

• Run routine data-quality checks on shipment records in the freight management platform, correcting or escalating missing or inaccurate information (e.g. container numbers, vessel and voyage details, arrival dates).
• Validate free-time entries against carrier contract terms so that demurrage and detention exposure is calculated correctly.
• Monitor automated data transfers between our internal systems, the 3PL and carriers; log failed or missing transmissions, flag them to the relevant system owner, and confirm when they are fixed.

4. 3PL bookings and shipping documents

• Review bookings, shipment data and documents in the 3PL's shipment portal every day for completeness and accuracy.
• Enter 3PL bookings manually where they are not transmitted automatically.
• Collect, check and distribute the shipping documents needed for customs clearance (e.g. bill of lading, commercial invoice, packing list, certificate of origin) to customs brokers and internal stakeholders on time.
• Maintain the 3PL booking control tracker (Excel), tracking each shipment from booking through freight release to discharge at the destination port.
• Follow up on freight-release status so cargo is not held at port.

5. Cross-system data reconciliation

• Reconcile shipment data (purchase order numbers, quantities, containers, dates) across our purchase order uploads, the 3PL's shipment portal and the freight management platform.
• Investigate discrepancies and follow up with the 3PL, carriers or internal teams to correct them at source.
• Keep a discrepancy log and highlight recurring issues to the Ocean Freight team.

Requirements

Essential

• Strong attention to detail and the ability to work accurately with high volumes of operational data.
• Good Excel skills (lookups, filters, pivot tables) and experience reconciling data from different sources.
• Comfortable learning and working across several web-based systems at the same time.
• Organised and proactive, with the discipline to follow open items through to closure.
• Clear written and verbal communication with external partners and internal teams; a team player.
• Strong ability to enable manual data entry and processes to be streamlined, automated and putting in place internal controls to ensure data accuracy.
• Strong ability to document and streamline process flow to enable efficiency and effectiveness.

Preferred

• Experience in ocean freight, freight forwarding, logistics or supply chain.
• Familiarity with shipping documents, Incoterms, and demurrage and detention charges.
• Experience auditing or disputing freight invoices.