Shipping & Freight Forwarding Assistant

Company Overview:

MedservRegis is a global company with operations across four continents, present in twelve countries and operating from ten strategic bases. We deliver services across four key areas: offshore oil and gas logistics, engineering services, toll manufacturing of drilling fluids and power generation from large-scale photovoltaic (PV) arrays, as well as premium threading, inspection, and repair services for Oil Country Tubular Goods (OCTG).

We are currently looking for a highly organized and detail-oriented professional to join our dynamic team in Birżebbuġa, Malta.

We are seeking a proactive and detail-oriented Freight Forwarding & Shipping Assistant to join our logistics team. The ideal candidate will manage end-to-end freight forwarding operations, including quotation management, shipment documentation, and coordination with carriers, customs, and port authorities. This role also involves overseeing vessel movements and ensuring full compliance with maritime and customs regulations.

Your Challenge:

Freight Forwarding Responsibilities:

• Obtain competitive quotations for import and export shipments, aiming to enhance our success rates and deliver superior quotes to clients.
• accurately maintain logs of all quotes, shipment documents, and profit details for comprehensive tracking.
• Weigh and measure goods for export, ensuring precision in all shipments.
• Prepare and process critical shipping documents, including invoices, packing lists, AWB/BOL, and Customs forms, ensuring full compliance with regulations.
• Collaborate closely with Customs Clearance officers and haulers to facilitate timely document collection, shipment payments, and logistical processes.

Shipping & Vessel Movements:

• Secure necessary permissions from Transport Malta for vessel entry into Maltese Territorial Waters.
• Notify relevant authorities, including Port Control and Pilots, about vessel arrivals and manage ETA communications.
• Handle arrival documentation, including Free Pratique and ship-generated waste declaration receipts, ensuring adherence to Transport Malta requirements.
• Coordinate with the Operations Department to manage cargo-related documents for seamless offloading.
• Organize conveyance boat services for cargo transfers and crew changes in and outside territorial waters.
• Maintain consistent communication with vessel charterers and owners to manage schedules and operations effectively.

What We’re Looking For

Experience & Education

• Hold an MQF level 3 of education in business administration.
• Holds one (1) year experience in an office environment or in similar position.
• In possession of an ECDL Licence.
• Ideally possesses a basic overview knowledge related to shipping and vessel movements.
• Intermediate to advanced skills in use of MS Office applications.

Essential Skills & Attributes

• Holder of a valid and clean driving license, category B and have own means of transport due to office accessibility.
• Holder of a valid work permit issued by respective Maltese authorities.
• Willingness to work flexible hours, including weekends and public holidays when required.
• Ability to work under pressure and meet tight deadlines.
• Strong time management and multitasking abilities with minimal supervision.
• A collaborative team player with a strong ethical character.
• Excellent interpersonal skills, with the ability to liaise effectively with internal teams and clients.
• A flexible and reliable approach to work in a dynamic environment.

Where to apply:

So, if you’re ready to take your career to the next level want to hear from you! Join us in this thrilling opportunity where every day brings new challenges and opportunities for growth. Apply now and become an integral part of our dynamic team by sending a CV via email quoting the above job reference on: [email protected]