Data Entry Agent

About SupplyX - Who We Are
SupplyX is a dynamic logistics and supply chain solutions provider headquartered in Hamburg, Germany, and a proud member of the Otto Group - one of the world's largest retail and services groups. With a strong international network and a growing presence in Vietnam, we offer tailored services in freight forwarding, warehousing, and end-to-end supply chain management.
At SupplyX, we combine German quality standards with local market expertise to help businesses optimize their logistics performance. Our culture values reliability, innovation, and collaboration, and we are committed to building a team that drives operational excellence and sustainable growth.
Job Summary
We are seeking for a Data Entry Agent to be responsible for the accurate and timely processing of export shipment documentation received from origins countries. The role involves reviewing pre-alert documents, extracting data and entering all relevant information into our Supply Chain system in compliance with the global Standard operating procedures. The agent also supports operational visibility by generating daily and monthly reports to the German team.
Key responsibilities:
1. Pre-Alert Document Processing
• Receive, review, and verify pre-alert documents from export origins (China, Vietnam, India, Bangladesh) upon shipment departure.
• Cross-check documents for completeness and flag discrepancies to the responsible team promptly.
• Maintain an organized digital record of all incoming pre-alert files.
2. Data Extraction & Entry
• Accurately read and interpret Master Bills of Lading (MBL) and House Bills of Lading (HBL) for each export shipment.
• Extract key shipment data including shipper/consignee details, port of loading/discharge, vessel name, voyage number, container numbers, cargo description, weight, volume, and freight terms.
• Input all extracted data into CargoSoft with zero-error accuracy and in accordance with internal data standards.
3. System Management
• Create and maintain shipment files within CargoSoft from initiation through completion.
• Update shipment statuses, milestones, and document references in the system in real time.
• Adhere to data entry formats and field requirements as defined by the German Operation team.
4. Accrual Entry & Cost Management
• Enter accrual (cost provision) information for each shipment into CargoSoft based on the Standard Operating Procedures (SOPs) provided by the German team.
• Ensure all buy-rate costs (freight, origin charges, documentation fees, etc.) are accurately reflected and matched to the correct cost codes.
• Coordinate with the German team to clarify accrual guidelines or resolve discrepancies.
5. Reporting
• Prepare and distribute daily operational reports to the German colleagues, covering shipment processing status, pending actions, and exceptions.
• Compile and submit monthly summary reports covering overall shipment volumes, data entry KPIs, and accrual accuracy.
• Maintain reporting templates and ensure consistency and accuracy of all submitted data.
6. Communication & Coordination
• Liaise with overseas agents, origin offices, and the German Operation team to obtain missing documents or clarify shipment information.
• Respond to internal inquiries related to shipment data within agreed turnaround times.
• Participate in team calls or briefings with the German team as scheduled.