Freights & Document Assistant

With 4’500+ employees and over 250’000+ retail clients worldwide and 55’000+ institutional, commercial, and payments clients, we operate from more than 70 offices spread across six continents. As a fortune 100, Nasdac-listed provider, we connect clients to the global markets – focusing on innovation, human connection, and providing world class products and services to all types of investors.

As a Freight Administrator you will support day-to-day administration and execution of international freight activities, ensuring shipments are properly documented, monitored, invoiced and recorded.

The role works closely with the operation, commercial and logistics teams, shipping lines, freight forwarders, and other service providers to ensure accurate and timely freight operations.

• Maintain accurate shipment, booking, freight-rate, and cost information in internal systems.
• Monitor bookings, shipment schedules, departures, arrivals, and relevant operational milestones.
• Follow up with carriers, freight forwarders, agents, and stakeholders when information or documentation is missing.
• Maintain organized and accurate freight records.

• Collect, review, and file freight and shipping documentation.
• Ensure documentation is complete and consistent with shipment instructions.
• Support the Operation team with bills of lading release, booking confirmations, invoices, freight statements, and other transport-related documents.

• Identify discrepancies and coordinate clarification with carriers or service providers.
• Support freight-cost allocation and invoice approval processes.
• Maintain records of freight charges and additional logistics costs.
• Assist with demurrage, detention, storage, and another additional-cost follow-up.
• Back-up of billing analyst team in case of needs (vacations)

• Liaise with internal teams such as Trading, Logistics, Finance, Operations, and Freight.
• Coordinate with shipping lines, freight forwarders, terminals, agents, and other logistics providers.
• Escalate shipment delays, documentation issues, invoice discrepancies, or other operational problems.

• Update freight trackers, systems, and operational reports.
• Ensure freight data is accurate, complete, and up to date.
• Contribute to improving processes, and operational controls.

This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary, including team lead.

• Previous experience in freight forwarding, shipping, logistics, commodity trading, or international transport (2 to 3 years).
• Experience with container shipping is an advantage.
• Experience handling freight invoices and shipping documentation is desirable.
• Knowledge of Incoterms and basic international trade documentation is an advantage.
• Excellent attention to details and abilities to work under pressure
• Highly productive and efficient work style
• Able to work into a diverse and multicultural environment
• Customer service oriented

• Bachelor’s degree in logistics, business administration, international trade or related field

• Hybrid/In-office/Remote 1 day per week
• Travel Requirements (if applicable)