Supply Chain Shipping Administrator

About the job Supply Chain Shipping AdministratorKeep shipments moving and logistics operations running seamlessly.

Hi! Were Smartsourcing, and were looking for a Supply Chain Shipping Administrator to support the day-to-day shipping and logistics operations. In this role, youll handle booking management, shipment coordination, supplier communication, and administrative support—helping ensure accurate, efficient, and timely logistics operations across the supply chain.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu



About The Role

As a Supply Chain Shipping Administrator, it focuses on managing booking requests, maintaining shipping records, coordinating delivery split requirements, and ensuring shipping instructions are processed accurately and within agreed timelines. It also supports communication with third-party freight suppliers and internal stakeholders to help maintain smooth shipping operations.

Key Responsibilities

A. Booking Management 

• Own the active list of bookings end-to-end (the bulk of the role)
• Receive, assess, and process booking requests from the UK logistics team
• Confirm bookings with 3rd party freight suppliers accurately and on time
• Track booking status from intake through dispatch
• Escalate booking conflicts or capacity issues to the Line Manager early
  
  

B. Supplier Communication & Shipping Coordination 

• Send booking templates and shipping documentation to third-party suppliers accurately and on time
• Maintain regular communication with freight suppliers through approved channels
• Coordinate delivery split requirements based on approved shipment instructions
• Follow up on pending confirmations, changes, or clarifications related to bookings and shipments
  
  

C. Delivery Split & Packing Support 

• Prepare and coordinate shipment instructions based on client packing and delivery requirements
• Verify that delivery split details and packing instructions are reflected correctly in bookings
• Liaise with relevant contacts regarding shipment split changes or updates
• Maintain accurate documentation of packing and delivery requirements
  
  

D. Shipping Administration & Record Management 

• Maintain and update shipping trackers, order logs, and supplier records using Microsoft 365 tools
• Prepare and format shipping-related reports and documentation
• Ensure all shipping records and files are complete, organized, and accessible
• Support day-to-day logistics administration tasks as assigned
  
  

E. Order Intake & Data Accuracy 

• Process incoming shipping and order information accurately
• Cross-check order details against booking and shipment requirements
• Identify missing or inconsistent data and escalate where required
• Maintain accurate data entry across shipping systems and documentation
  
  

F. Communication & Professional Conduct

• Communicate professionally with internal stakeholders and external suppliers
• Respond to shipping and logistics-related enquiries within agreed turnaround times
• Maintain confidentiality and handle information responsibly
• Escalate operational issues appropriately when required
  
  

G. Artificial Intelligence (AI) Readiness and Digital Enablement 

• Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI-supported tools for work efficiency and decision-making.
• Use approved AI tools and digital systems in compliance with company policies, data privacy requirements, information security standards, and client confidentiality obligations.
• Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered
• Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcings innovation and learning culture.
• Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work.
  
  

Work Schedule: 3PM-12MN

Qualifications

• Bachelors degree or diploma in Logistics, Supply Chain, Business Administration, or related field (preferred).
• 1–3 years of experience in shipping administration, freight coordination, or logistics admin; C freight (containerized freight) experience preferred.
• Customer service (CSR) background acceptable provided the candidate has shipping exposure. 
  
  

Tools:

• Microsoft 365 (Outlook, Excel, Word, Teams)
• Client booking and shipping systems (full training provided)
• Approved AI tools and digital workplace systems
  
  

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. Were here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, weve been recognized as one of HR Asias Best Companies to Work For. This award isnt just a title--its a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why Youll Love Working Here

About

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. Thats why were all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Heres just a glimpse of what we offer:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
• And so much more!
  
  

Were not just another outsourcing company. Were building something that actually matters here a place where good work meets good culture.

Join Smartsourcing today. Apply now!

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