Operations Coordinator

Operations Coordinator

Crane Worldwide Logistics is a leader in supply chain solutions with over 130 locations across 30 countries providing individual services that address our client's logistics challenges.

Job Summary:

Seeking a detail-oriented and proactive Operations Coordinator with a primary focus on Air Freight Invoicing, along with limited support for Ocean (Sea) Operations. This role is responsible for accurate and timely air freight billing and coordination with operations and finance teams, while also supporting select sea shipment operational activities such as documentation checks and milestone updates. The ideal candidate must have strong invoicing knowledge, high attention to detail, and the ability to work under pressure while managing multiple shipments and deadlines. You will work closely with internal operations teams, overseas agents, carriers, and finance to ensure billing accuracy and smooth shipment execution.

Key Roles & Responsibilities:

Air Freight – Invoicing (Primary)

• Handle end-to-end air freight invoicing for export and import shipments.

• Verify air freight costs, charges, and supporting documents against carrier HAWB/MAWB, and rate agreements.

• Ensure accurate posting of revenue in internal systems (TMF).

• Coordinate with operations and overseas teams to resolve invoice discrepancies or missing information.

• Ensure invoices are raised within agreed timelines and comply with internal and customer requirements.

• Maintain proper documentation and upload invoices to the external portals where required.

• Handling of Air Milestones.

Sea Freight – Operations Support (Secondary)

• Support day-to-day ocean export and import operations as assigned.

• Create and review House Bills of Lading (HBL) and verify Master BL drafts where required.

• Validate shipping documents and ensure timely upload into internal systems.

• Send export pre-alerts and process import pre-alerts from overseas agents.

• Track vessel milestones (ETD/ETA, etc.) and update systems accordingly.

• Follow up with carriers or agents on documentation gaps or operational issues.

• Support regulatory filings (AMS, ISF, ACI, etc.) as required for assigned shipments.

• Update internal systems and Smartsheets with accurate shipment, billing, and document details.

• Manage shared mailboxes related to invoicing and operations, ensuring timely responses and follow-ups.

Coordination & Communication

• Coordinate closely with internal operations, finance, overseas agents, and carriers.

• Provide timely updates on invoicing status, discrepancies, or shipment-related issues.

• Escalate critical billing or operational risks proactively.

Required Skillset:

• Solid understanding of air freight invoicing concepts or general invoicing.

• Good knowledge of freight forwarding operations and related documentation for air and sea shipments.

• Clear and professional communication skills, with the ability to coordinate effectively with the stakeholders involved.

• High attention to detail with the ability to accurately match charges, documents, and system entries.

• Ability to manage multiple tasks and meet tight deadlines in a fast-paced operational environment.

• 2–6 years of experience in freight forwarding, logistics, or supply chain roles, with air invoicing experience preferred.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.