Shipping Operations Clerk
Salary Package: €20,000 to €22,000

About Our Client
Our Client is an established organisation operating within the transport and logistics sector, connecting Malta with overseas markets. The Business provides dependable logistics services to a broad range of industries, supporting the efficient movement of goods and Malta's international trade activity.

Role Overview
Heroix is collaborating with our Client to recruit a Shipping Operations Clerk to support the coordination of day-to-day import and logistics activities. The role combines shipment administration, data processing, booking coordination and customer communication, ensuring that consignments are handled accurately and that the relevant parties receive the information they require throughout the process.

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.

What Heroix Offers

Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
CV Review: Receive candid & constructive feedback to enhance your CV.
Interview Planning: Get personalised prep sessions prior to your interviews.
Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.
Long Term: Gain insights into the role and company for a long-term, stable career move.
Exclusive Opportunities: Access a broader range of job opportunities.
Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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