Job Description

Job Description

Job Description

Salary:

Role Purpose

TheTrafficCoordinator is responsible for coordinating shipments ensuring cargo is processed accurately and on time from booking readiness through vessel loading and departure. The role manages export documentation, cut-off compliance, terminal coordination, and customer/agent communication to ensure exports meet regulatory, operational, and customer requirements. TheTrafficCoordinator supports smooth vessel operations by ensuring export cargo is correctly documented, approved, and available for loading within required deadlines.

Key Responsibilities

1) Export Shipment Coordination

• Coordinate export shipments from booking confirmation through vessel loading and sailing.

• Monitor and manage export workflow timelines including:

• terminal receiving cut-off,

• documentation cut-off,

• VGM cut-off (where applicable),

• DG and special cargo cut-offs.

• Ensure cargo readiness and alignment with vessel schedules and export load planning.

2) Export Documentation Management

Prepare, validate, and process export documentation including:

• Shipping Instructions (SI) review and validation

• Draft Bills of Lading (B/L) preparation and customer confirmation

• Final B/L issuance and distribution (as per company policy)

• Export manifests and load lists

• Cargo declaration forms (as required)

• Special cargo documentation, including:

• Dangerous Goods (DG) declarations

• Reefertemperature settings confirmations

• Out-of-Gauge / Heavy lift approvals (where applicable)

Key documentation checks include:

• correct shipper/consignee/notify party details,

• correct port codes, routing, vessel/voyage,

• commodity descriptions and cargo classifications,

• weights, measures, unit counts,

• container/unit numbers and seal numbers.

3) Terminal, Port & Vessel Coordination

• Coordinate with terminals and port agents regarding:

• cargo receiving status,

• late gate requests,

• export rollovers,

• loading confirmations.

• Liaise with vessel planners and operations teams to confirm export cargo loading and reconcile any loading exceptions.

4) Compliance & Regulatory Support

• Ensure export shipments comply with:

• customs export requirements,

• port authority rules,

• SOLAS/VGM requirements (where applicable),

• company SOPs and documentation standards.

• Support inspections and documentation requests from customs and port agencies as needed.

5) Exception Handling & Customer Communication

• Identify and resolve export shipment exceptions including:

• missing/late shipping instructions,

• documentation discrepancies,

• terminal receiving issues,

• rolled cargo and rescheduling,

• special cargo acceptance issues.

• Communicate proactively with customers, freight forwarders, and internal teams regarding:

• documentation status,

• cut-off reminders,

• delays and rollovers,

• corrective action requirements.

6) Reporting & Operational Controls

• Maintain accurate export shipment records and documentation audit trails.

• Update internal systems with correct export shipment status and documentation milestones.

• Assist with operational reporting including:

• cut-off performance,

• documentation timeliness,

• amendment frequency,

• rolled cargo tracking.

Key Interfaces

• Customers / Shippers / Freight Forwarders

• Terminal Operators

• Port Agents / Vessel Operations Teams

• Export Traffic Team / Customer Service

• Customs Brokers / Regulatory Stakeholders (as required)

• Finance / Billing support teams (where applicable)

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