Operations and Administrative Coordinator

Job Title: Operations and Administrative Coordinator

Department: Operations and Administration

Reports To: Trade Manager

Location:  Shanghai, China

Job Type: Full Time  

Who are we looking for? 

The Operations & Administrative Coordinator will support Sallaum Lines’ shipping operations and administrative activities within the China market by ensuring the efficient coordination of vessel operations, cargo movements, and office administration.

S/he will work closely with the Trade Manager in China, overseas offices, port agents, customers, freight forwarders, terminals, vessels, and service providers to ensure smooth operational execution and effective communication across all stakeholders.

The role focuses on ensuring operational reliability, improving coordination efficiency, maintaining accurate information flow, and supporting Sallaum Lines’ continued growth and operational excellence within the Chinese market.

What will you do?

Operations:

• Support the Trade Manager in China in coordinating vessel calls, cargo bookings, and shipment execution to ensure accurate and timely operational follow-up.
• Coordinate with port agents, terminals, freight forwarders, surveyors, customers, and other local service providers to ensure smooth cargo and vessel operations.
• Monitor vessel schedules, port rotations, estimated arrival and departure times, and operational updates while identifying and escalating potential delays or risks.
• Collect, verify, and distribute booking details, cargo lists, manifests, load plans, and other operational documentation with accuracy and within required deadlines.
• Monitor cargo readiness, documentation status, customs requirements, loading, discharge, and shipment completion to ensure efficient execution of operational activities.
• Coordinate operational instructions between the China office, headquarters, vessels, agents, and customers to ensure timely communication and effective execution.
• Maintain accurate records of bookings, cargo volumes, vessel calls, operational performance, and shipment activities to support reporting and decision-making.
• Assist in reviewing and verifying port, agency, terminal, and operational invoices, ensuring accuracy and proper supporting documentation.
• Follow up on operational issues, discrepancies, and service matters while providing timely updates to relevant stakeholders.
• Prepare regular operational reports covering vessel movements, cargo activities, operational performance, and outstanding matters.

Administrative Support:

• Manage general office correspondence, filing, document control, and recordkeeping to ensure proper maintenance and accessibility of company records.
• Organize meetings, appointments, business travel arrangements, and local logistics support as required.
• Maintain contracts, supplier records, invoices, expense reports, and supporting documentation with accuracy and confidentiality.
• Coordinate with Finance and headquarters regarding payments, approvals, office expenses, and administrative processes.
• Support communication with local authorities, banks, suppliers, professional service providers, and other external stakeholders.
• Assist with the preparation of presentations, reports, spreadsheets, meeting minutes, and operational documentation.
• Support basic HR and office administration activities, including attendance records, leave tracking, office supplies, and service contracts.
• Undertake additional tasks and responsibilities related to the scope and level of the role as required.

What do we expect of you?

• Bachelor’s degree in Shipping, Logistics, International Trade, Business Administration, Supply Chain Management, or related discipline.
• 2-5 years of experience in shipping, logistics, freight forwarding, port agency, or trade operations.
• Previous experience in RoRo, automotive logistics, liner shipping, or international transportation is highly preferred.
• Fluency in Mandarin and good professional English, both written and spoken, is required, knowledge of additional languages is an advantage.
• Good understanding of shipping documentation, vessel operations, port procedures, and cargo handling processes.
• Flexibility and availability outside standard working hours when required to support urgent vessel operations.
• Strong organizational, analytical, follow-up, and problem-solving skills.
• Ability to manage multiple priorities, deadlines, and operational requirements in a fast-paced international environment.
• Strong communication and coordination skills with the ability to work effectively with international teams and external partners.
• Excellent Microsoft Office skills, particularly Excel, Word, PowerPoint, and Outlook.
• High level of integrity, professionalism, confidentiality, and attention to detail.

What do we have to offer? 

You are guaranteed an exciting position in a dynamic, growing, and fast-paced environment and the opportunity to become part of a leading Ro-Ro company with a strong presence in the industry. 

Our desire is to see each employee achieve his/her highest potential. We will do our best to provide the opportunity and offer training, education, and guidance whenever possible. 

We commit to providing a supportive, collaborative, and healthy working environment based on fairness and honesty with our employees. 

We provide a fair, equitable, and competitive package in relation to responsibility and performance. 

We thank all applicants for their interest; however, only candidates whose qualifications closely match the requirements of the role will be contacted.