Assistant Manager- Ocean Operations

Position -Assistant Manager Ocean Import

Department- Operations Ocean Freight

Reports To - Operations Manager Ocean Import

Location - Delhi

Position Overview

The Assistant Manager Ocean Import is responsible for the end-to-end execution of Ocean Import shipments, ensuring seamless coordination with overseas agents, shipping lines, co-loaders, customs brokers, transporters, customers, and internal stakeholders. The role is accountable for timely documentation, shipment visibility, customs clearance coordination, invoicing, system updates, and maintaining high levels of customer satisfaction while ensuring compliance with company SOPs and KPIs.

Key Responsibilities

Shipment Operations

• Handle end-to-end Ocean Import shipments including FCL, LCL, and Sea Cross Trade shipments.
• Prepare and process Import General Manifest (IGM) filings through Shipping Lines, Co-loaders, ODEx Portal, and other applicable platforms.
• Coordinate with overseas agents, ATA offices, shipping lines, and co-loaders for bookings, shipment status, draft documents, final pre-alerts, and related documentation.
• Monitor shipment movement and ensure timely communication of shipment milestones.

Customer & Vendor Coordination

• Coordinate with customers regarding draft documents, pre-alerts, shipment status, delivery schedules, and operational updates.
• Work closely with Customs House Agents (CHA), transporters, co-loaders, and other service providers to ensure timely customs clearance and cargo delivery.
• Identify opportunities for operational efficiency and cost optimization while maintaining service quality.

Documentation & Compliance

• Ensure timely and accurate preparation of shipping documentation.
• Submit IGM manifests within prescribed timelines.
• Maintain complete and error-free shipment documentation to avoid penalties, delays, or operational issues.
• Ensure compliance with statutory regulations and company SOPs.

Finance & System Management

• Coordinate with the Accounts team for shipping line payments, vendor payments, and customer invoicing.
• Ensure timely job opening, milestone updates, and shipment closure in the VIZIO system.
• Generate operational reports and management reports as required.

Communication & Escalation

• Provide timely Daily Status Reports (DSR) to customers, Client Relations, Sales, and Management.
• Proactively escalate operational issues, shipment delays, or exceptions to the Operations Manager, Client Relations, and Sales teams.
• Maintain regular communication with customers to understand operational requirements and enhance service quality.

Key Performance Indicators (KPIs)

A. Operational Excellence

KPITargetDraft documents, final pre-alerts, and shipment status updates shared within 12 working hours of receipt98%Shipment milestones updated in VIZIO within 12 working hours of activity completion99%Job closure submitted to Accounts within 48 hours of shipment arrival at final POD; customer invoice shared within 12 working hours of receipt80%IGM Manifest filed with Shipping Line/Co-loader at least 3 working days prior to vessel arrival at Final POD100%

B. Customer Satisfaction

KPITargetDaily shipment status updates shared with Client Relations and Sales100% ComplianceDaily shipment tracking with proactive customer communication and timely escalation of issues98%Customer engagement through 510 calls per day with records maintainedDaily Compliance

C. Customer Portfolio Growth

KPITargetError-free documentation minimizing penalties and operational costs98%Timely communication and updates to Client Relations, Sales, and Customers within 12 working hours100% CompliancePositive customer feedback through feedback forms/emails95% Positive Feedback

Job Specifications

Education

• Graduate in Commerce, Logistics, Supply Chain Management, Business Administration, or a related discipline.
• Diploma or certification in Shipping, Logistics, or Freight Forwarding will be an added advantage.
• Assistant Manager: 8+ years of relevant experience in Ocean Import & Export Freight Forwarding.