Shipping & Freight Forwarding Assistant - Supply Chain & Warehousing jobs in Malta - September 2023
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Shipping & Freight Forwarding Assistant

MedservRegis plc , South of Malta

MedservRegis Plc in Malta is currently looking to recruit a Shipping & Freight Forwarding Assistant to join their team on a full-time basis.

Works effectively and efficiently in a dispatch and warehouse environment to receive and schedule shipping/freight operations and vessel movement/agency, including creating proper and detailed shipping and customs documentation. Ensure constant communication with the Stores team to ensure customer satisfaction.

Freight Forwarding Responsibilities:

  • Obtain freight quotations for both import and export shipments
  • Quote on all known shipments to increase potential hit rate and quote to clients for both import and export shipments
  • Keep a log of all quotations received, issued and profit per shipment
  • Weigh and measure goods for export
  • Print shipping documents including, invoices, packing lists, AWB/BOL, Customs Documents and all related documents Compile and process Customs documents
  • Maintain a Customs Entries File with all related records and issue Form B (Cargo Exit Note)
  • Liaise with the Medserv Customs Clearance officer or subcontracted haulier to collect original shipping documents, process payment and collect the shipment.

Shipping & Vessel Movements Responsibilities:

  • Ensure that permission has been granted from Transport Malta to allow the vessel to enter Maltese Territorial Waters
  • Inform Port Control, Pilots, Pilot Launch, mooring men and tugs when required about the ETA of the vessel
  • Prepare a file with arrival documents for Free Pratique of vessels
  • Prepare ship-generated waste declaration receipts for all vessels. After these documents are signed by the master hand them on to the person in charge for processing in accordance with Transport Malta’s requirements
  • Forward cargo-related documents (manifests) to the Operations Dept. To organize offloading of cargo
  • Organise conveyance boat service for cargo to be loaded on vessels/ rigs within/outside territorial waters and/or for crew changes when required
  • Prepare mail of vessels for shipment and prepare Service Requisition Order
  • Keep contact with the vessel charterer/owner on the E.T.D. of the vessel.


  • Hold an MQF level 3 of education in business administration
  • Holds one (1) year of experience in an office environment or in a similar position
  • Holder of a valid work permit issued by respective Maltese Authorities
  • In possession of a clean driving license (category B), due to the nature of the office location
  • In possession of ECDL certification with intermediate to advance skills in the use of MS Office applications
  • Ideally, possess a basic overview knowledge related to shipping and vessel movements
  • Must be accurate, thorough and give attention to detail
  • Maintain a good, cooperative and respectful attitude
  • Ability to hold good communication skills.

If you do not meet every single requirement but you are excited about this role, the Company will consider as well candidates who have the right attitude to work and be willing to learn and progress in their role. The Company is committed to the continuous learning and development of all staff to enable people to develop individual skills and realise their full potential as part of the team. You will receive in-depth training from team members, relevant virtual training, and workshops as appropriate. The various training sessions will be structured to introduce you to different tasks and progress gradually over time whilst having the daily support of your colleagues and line manager.

MedservRegis plc:
Operates from four continents, present in twelve countries and operating from ten bases – delivering four principal areas of operation: offshore oil & gas logistics, engineering services, toll manufacturer of drilling fluids & power generation from large scale PV arrays and premium threading, inspection and repair services for oil country tubular goods (OCTG) to the portfolio of engineering services.


Full Time
Job Type
Intermediate (1-3 years), Experienced (3 years +)
Experience Level
Supply Chain & Warehousing
Shipping, Transport & Logistics

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Logistics Co-Ordinator

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