Shipping Operations Clerk

Key Responsibilities

• Import Administration: Prepare and maintain individual records for incoming trailers and consignments, ensuring that shipment information and supporting documentation are properly recorded and kept up to date.
• Shipment Coordination: Work closely with the operational team to gather journey and consignment information, including routing, delivery locations and other relevant shipment particulars.
• Data Management: Record shipment, journey and manifest information accurately within internal systems and the relevant Customs platforms, ensuring that required declarations are submitted appropriately.
• Loading Documentation: Prepare the necessary loading documentation for trailers and provide the appropriate information to operational colleagues responsible for checking incoming cargo.
• International Agent Liaison: Communicate shipment information to overseas partners, including cargo quantities, weights and collection requirements, while following up on outstanding arrangements where necessary.
• Shipping Arrangements: Coordinate trailer reservations with shipping providers and supply the information required to facilitate transport arrangements.
• Arrival Documentation: Review notifications received from shipping providers against the corresponding shipment records, identifying discrepancies and working with the appropriate parties to resolve them.
• Customs Administration: Process consignment information required by Customs authorities and ensure that relevant shipment data is accurately captured and communicated.
• Document Verification: Review shipping paperwork against invoices, packing documentation and other supporting records, confirming that essential information such as consignee details and VAT information is available and consistent.
• Discrepancy and Claims Handling: Liaise with overseas partners when cargo arrives damaged, incomplete or otherwise differs from expectations, assisting with investigations and claims where required.
• Cargo Insurance: Arrange marine cargo insurance documentation when requested by customers or when required for a particular shipment.
• Collection Coordination: Organise consignment collections with overseas partners and monitor arrangements through to confirmation.
• Customer Updates: Keep customers informed regarding the progress of their shipments, including booking developments, expected movements and any delays that may affect delivery.
• Internal Coordination: Share relevant operational information with other departments to support an organised and efficient flow of work across the Business.
• Administrative Support: Handle general office duties connected with the operation, including responding to enquiries, managing telephone communications, organising records and processing documentation.
• Service Standards: Maintain a professional and customer-focused approach, contributing to consistent service quality across all interactions and operational activities.
• Operational Support: Undertake other reasonable tasks connected with the position and provide additional assistance to the operational team when business requirements call for it.

Qualifications, Skills and Attributes

• Education: A secondary-level education with passes at O Level standard or an equivalent qualification is required.
• Experience: A minimum of three years' experience within clerical or administrative work is required. Previous exposure to a comparable position within transport, freight, shipping or logistics would be advantageous.
• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.
• Communication Skills: Clear and professional communication skills are required to coordinate effectively with customers, shipping providers, overseas partners and internal colleagues.
• Interpersonal Skills: A helpful and cooperative approach, together with strong customer care skills and the ability to contribute positively within a team environment.
• Technical Skills: Confidence in using computer-based systems for data entry and administrative processing, with the ability to maintain accurate shipment and consignment records.
• Organisation: Strong planning and time-management abilities, with the capacity to manage several administrative and operational priorities while maintaining attention to detail.
• Self-Motivated: A proactive approach to work, with the initiative to manage responsibilities independently and remain productive with limited supervision.
• Problem-Solving: The ability to respond calmly and practically to discrepancies, shipment issues and changing operational requirements.
• Deadline Management: Comfortable working in a busy logistics environment where priorities can change and tasks must be completed within defined timeframes.
• Attention to Detail: A careful and methodical approach when reviewing shipment records, documentation and system information to minimise errors and inconsistencies.

What's on Offer

• Compensation: A salary package reflecting the successful candidate's experience, capabilities and suitability for the position.
• Working Hours: Full-time employment within the Company's transport and logistics operations.
• Health Insurance: Health insurance cover provided as part of the Company's employee benefits package.
• Employee Referral Incentives: Participation in the Company's employee referral incentive programme.
• Staff Discounts: Access to staff discount schemes available to employees.
• Other Benefits: Additional employee perks offered through the Company's wider benefits programme.
• Career Development: Structured opportunities for continued professional development and career progression within a growing organisation.