Operation Mgt Officer (import & Export)

Job Purpose

The Operations Management Officer in the Import & Export Department is responsible for managing financial documentation, invoice verification, approval workflows, and payment tracking for international and domestic logistics operations. This role ensures cost control, accurate record-keeping, timely settlement of vendor/service fees, and seamless communication between the Operations and Finance/Accounts departments.

Key Responsibilities

1. Check & Process Invoices: Receive, verify, and check import/export invoices (freight, local charges, clearance fees, transport, etc.) to ensure accuracy and prevent double payments before submitting for approval (OA).
2. Follow Up & Payment Tracking: Proactively track approval status, forward approved paperwork to Accounts, and follow up to ensure vendors are paid on time.
3. Manage Deductions: Keep detailed records of deductions and ensure they are applied to payments on time.
4. Maintain Records: Record all completed documents and update payment statuses in both electronic and manual tracking systems.
5. Prepare Reports: Create weekly payment status reports and monthly payment plans, submitting them to the supervisor on schedule.
6. Update Cost Standards: Review and update monthly expense standards for all import/export fees.

Key Competencies & Soft Skills

• Detail-Oriented: Exceptional attention to detail in document cross-checking, numerical accuracy, and identifying payment discrepancies.
• Problem-Solving Skills: Capability to quickly identify invoice/payment issues and take proactive steps to resolve them.
• Stress & Pressure Management: Ability to stay organized and calm under pressure, handling urgent payment requests, tight deadlines, and competing priorities effectively.
• Personal Attributes: Outgoing, adaptable, eager to learn, and enthusiastic about taking on new responsibilities.
• Communication: Excellent verbal and written communication skills to interlink effectively with logistics providers, customs vendors, internal accounts teams, and supervisors.

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