Assistant operations manager

Position -Assistant Manager Ocean Import

Department- Operations Ocean Freight

Reports To - Operations Manager Ocean Import

Location - Mumbai

Contact Person- Vaibhavi Pande-

Position Overvie

w
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 KPI

s.
Key Responsibilit

ies
Shipment Operat

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

nes.
Customer & Vendor Coordin

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

lity.
Documentation & Comp

liance Ensure timely and accurate preparation of shipping document ation. Submit IGM manifests within prescribed time lines. Maintain complete and error-free shipment documentation to avoid penalties, delays, or operational i ssues. Ensure compliance with statutory regulations and company

SOPs.
Finance & System Man

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

quired.
Communication & Es

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

quality.
Key Performance Indicato

rs (KPIs)
A. Operational

Excellence
KPITarget Draft 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 Fi

nal POD100%
B. Customer

Satisfaction
KPITarget Daily shipment status updates shared with Client Relations and Sales100% Compliance Daily shipment tracking with proactive customer communication and timely escalation of issues98%Customer engagement through 510 calls per day with records maintained Dai

ly Compliance
C. Customer Po

rtfolio Growth
KPITarget Error-free documentation minimizing penalties and operational costs98%Timely communication and updates to Client Relations, Sales, and Customers within 12 working hours100% Compliance Positive customer feedback through feedback forms/emails95% Po

sitive Feedback
Jo

b Specifi

cations Education Graduate in Commerce, Logistics, Supply Chain Management, Business Administration, or a rel ated 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 Fre ight Forwarding.