Settlement Officer / Senior Officer – Freight Forwarding

Position Overview

We are seeking a highly motivated and detail-oriented Settlement Officer / Senior Officer – Freight Forwarding to join our dynamic team. In this pivotal role, you will assume full responsibility for the accurate and timely settlement of freight shipments, ensuring all financial transactions, vendor invoices, and supporting documentation are meticulously verified, recorded, and processed. Your expertise will be instrumental in maintaining financial integrity, optimizing operational efficiency, and fostering strong vendor and customer relationships. This position is ideal for a professional with a strong background in freight forwarding, exceptional numerical and analytical skills, and a proven ability to manage high-volume settlement processes with precision.

Key Responsibilities

The successful candidate will be accountable for the following core functions:

• Shipment Settlement & Invoice Verification:
  • Oversee the complete settlement lifecycle for assigned freight forwarding shipments, from initial verification to final reconciliation.
  • Conduct thorough reviews of invoices from airlines, shipping lines, carriers, agents, and vendors, ensuring alignment with shipment records and pre-agreed rates.
  • Validate invoice accuracy by cross-checking freight charges, handling fees, documentation fees, customs/clearance costs, and other relevant expenses.
  • Identify and resolve discrepancies between vendor invoices, quotations, shipment costs, and operational records to prevent financial discrepancies.
  • Calculate and verify shipment costs, revenue, and gross profit margins to ensure financial accuracy before final settlement.
  • Ensure all settlements are completed within stipulated timelines while maintaining the highest standards of accuracy.
• Document Control & Vendor Management:
  • Collect, verify, and maintain critical shipment documentation, including Delivery Orders (DO), Air Waybills (AWB), Bills of Lading (BL), shipping documents, invoices, and supporting files.
  • Organize and store digital records for each shipment to ensure completeness, accessibility, and audit readiness.
  • Proactively follow up with airlines, shipping lines, agents, transporters, and other vendors to obtain pending invoices and documents, minimizing delays in settlement processes.
  • Ensure all settlement files are properly documented, compliant with regulatory requirements, and readily available for internal and external audits.
• AP / AR & System Processing:
  • Accurately input and process Accounts Payable (AP) and Accounts Receivable (AR) transactions within the company’s ERP or logistics management system.
  • Record shipment costs and revenue against the correct shipment and associated customer/vendor accounts to maintain financial transparency.
  • Prepare and submit comprehensive settlement documentation to the Finance & Accounting (F&A) team for review and approval, ensuring compliance with financial policies.
  • Reconcile vendor statements and investigate discrepancies or outstanding transactions to resolve financial inconsistencies promptly.
  • Support customer billing processes and follow up on outstanding invoices to optimize cash flow and reduce overdue payments.
• Cross-Functional Coordination:
  • Serve as the primary liaison between Freight Forwarding Operations, Finance & Accounting, customers, and vendors to facilitate seamless communication and resolution of settlement-related issues.
  • Collaborate closely with Operations teams to clarify shipment costs, address missing documents, and resolve operational discrepancies that impact financial settlements.
  • Coordinate with the F&A team to ensure timely payment processing, accurate customer billing, and adherence to financial deadlines.
  • Monitor open settlement issues and follow through to resolution, ensuring no transaction remains unresolved without justification.

Qualifications & Skills

To excel in this role, candidates must meet the following criteria:

• Education: Bachelor’s degree or Diploma in Supply Chain Management, Logistics, Business Administration, Finance, or a related discipline.
• Experience: Minimum of 2–4 years of relevant experience in freight forwarding, shipment settlement, carrier/vendor invoice verification, or logistics finance operations. Senior Officer-level candidates or those with hands-on experience managing high-volume settlements are highly preferred.
• Technical Knowledge:
  • Comprehensive understanding of freight forwarding operations, including Air and Sea shipments.
  • Familiarity with key shipment documentation such as AWB, BL, Incoterms, freight charges, carrier charges, and general logistics terminology.
  • Proficiency in Accounts Payable (AP) and Accounts Receivable (AR) processes, invoice verification, reconciliation, and shipment profitability calculations.
  • Strong working knowledge of Microsoft Excel and ERP/logistics operating systems.
• Soft Skills:
  • Exceptional attention to detail and numerical accuracy to ensure error-free financial transactions.
  • Ability to manage a high volume of transactions efficiently while meeting strict deadlines.
  • Excellent communication and follow-up skills to liaise effectively with internal teams and external stakeholders.
  • Proven ability to work independently, prioritize tasks, and coordinate across multiple departments to achieve operational and financial objectives.