OPERATIONS COORDINATOR – Orijin Inc.

Key Responsibilities

• Clearance – coordinate the customs clearance process for import and export shipments, ensuring accurate entries and supporting documentation.
• Local Licensing (New Vehicles & Transfers) – process applications for new vehicle licensing and ownership transfers in line with regulatory requirements.
• Release – coordinate the release of cargo and shipments from customs and port custody.
• Delivery – coordinate delivery logistics to ensure cargo reaches its final destination accurately and on time.
• Air Export – manage documentation and coordination for outbound air freight shipments.
• Sea Export – manage documentation and coordination for outbound sea freight shipments.
• Hand Carries – manage the coordination and handling of hand-carried documents and parcels.
• Vessel Agency – perform vessel agency functions, liaising with port authorities and shipping lines on vessel calls and related requirements.
• Carry each assigned job through from initiation to genuine resolution – not just the completion of individual steps.
• Proactively follow up on outstanding items (with clients, agencies, or third parties) to keep jobs moving toward completion.
• Flag anticipated delays or issues early, rather than waiting for them to become critical.
• Maintain primary responsibility for assigned service area(s) while building working knowledge of all other service areas over time.
• Participate in cross-training and knowledge-sharing activities as scheduled.
• Step in to competently cover a colleague’s responsibilities during absences, peak periods, or urgent situations, as assigned by the Operations Team Lead.
• Document and share knowledge in a way that supports smooth handover and coverage by others.
• The Operations Team Lead is the client’s primary point of contact; general client communication and the client relationship are managed by the Team Lead.
• Exception: a Coordinator may communicate directly with the client for their own assigned job where a live, in-progress update is needed.
• Liaise with regulatory agencies, port authorities, shipping lines, transporters, and warehouse operators as required to progress assigned jobs.
• Ensure all communications are professional, timely, and aligned with company standards.
• Ensure customs entries, applications, and supporting documentation for assigned jobs are accurate, complete, and meet regulatory and internal standards.
• Maintain the working file for each assigned job in good order, ready for the Operations Team Lead’s review upon completion.
• Maintain confidentiality and proper handling of sensitive operational information.
• Communicate updates, progress, and issues promptly to the Operations Team Lead.
• Escalate delays, risks, or complications that cannot be resolved directly.
• Provide accurate status information to support department-wide tracking and reporting.
• Use designated operational/reporting systems consistently and accurately for tracking, updates, and reporting.
• Keep information entered into those systems accurate, complete, and current.
• Adopt and use any new systems or tools the Company introduces, per training/guidance provided.
• Perform any other operational duties as may reasonably be assigned from time to time.

Requirements

• Solid understanding of customs, shipping, and logistics processes
• Strong organizational and time-management abilities
• Attention to detail and accuracy in documentation
• Clear and professional verbal and written communication
• Adaptability and willingness to learn areas outside current specialization
• Strong problem-solving skills and sound judgment
• Ability to manage multiple priorities under pressure
• High level of integrity and accountability
• High school diploma or equivalent (post-secondary education an advantage)
• Experience in operations, logistics, customs brokerage, or shipping an advantage
• Working knowledge of customs processes and documentation
• Computer literacy (MS Office, email)
• Willingness and ability to travel to ports, warehouses, and client sites as required
• Ability to work flexible hours and respond to urgent operational needs when required

How to Apply