SUMMARY:
To control and facilitate ocean freight exports
POSITION INFO:
- . Day to day Operations
- Control and manage export process from receipt of order to final delivery as defined per Incoterms 2020
- Request for booking confirmation from the shipping line / co-loader
- Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader
- Inform transporter of the planned export shipment by sending through a collection / delivery instruction
- Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated real-time
- Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
- Process customs declarations in conformance with the Customs and Excise Act 91 of 1964
- Arrange and co-ordinate customs exams and follow ups
- Arrange for inspection
- Arrange / apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing)
- Ensure that containers are pre-advised
- Capture and arrange shipping instruction / Bills of Lading – error free
- Monitor vessel sailing and confirm container shipped on board
- Process cargo dues
- Update internal work notes on Cargo Wise – real-time
- Generate status report to customer daily / progressively regarding the milestone event/progress of the shipment
- Ensure that containers are stacked within the prescribed times
- Prepare costing sheets and ensure invoice is sent to the customer within KPI
- Ensure all 3rd party invoices are received, reconciled, and sent to head office for payment within transactional periods
- Ensure all WIP’s and accruals are attended to timeously
- Evaluate and resolve problems presented by team members
- Update milestones and internal work notes on Cargo Wise – real-time
- Ensure quality is the primary focus in every task
- Assist in activities of team members
- 2. Management of Financials
- Verify customer’s credit terms prior to proceeding with the shipment
- Quality check accuracy of estimate prior to expediting shipment
- Prepare costing sheet – collating of all disbursements, calculation of agency and finance fees
- Account for profit / loss on shipment
- Manage costs and negotiation of rates to ensure maximum profit
- Reconcile all 3rd party invoices
- Ensure all shipments are handled in accordance with the company’s profit margins
- Sign off job profit summary prior to posting local client / overseas agent costs
- Manage finance in operations – WIP - (KPI < 14 dwell days), Accruals – (KPI < 60 dwell days) and out of transaction losses
3. Management of Customer Relationship
- Liaise with client services representative / customer on a daily basis – advising client services representative / customer of collection / delivery and shipment status
- Receive orders from client services representative / customer – acknowledge receipt and request for the necessary documentation
- Generate status reports advising customer of progress
- Continuously improve customer turnaround times
- Customer – refers to internal and external customers
- 4. Facilitate and ensure effective process management
Exports
- Receive orders from client services representative / customer, obtain necessary documentation
- Obtain sailing schedules in accordance with the cargo readiness date
- Request for booking confirmation from the shipping line / co-loader
- Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader
- Arrange for pre-inspection as per destination country requirement
- Inform transporter of the planned export shipment by sending through a collection / delivery instruction
- Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated – real-time
- Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
- Process customs declarations in conformance with the Customs and Excise Act 91 of 1964
- Shipment to be customs cleared prior to container stuffing/stacking
- Arrange and co-ordinate customs exams and follow ups
- Arrange/apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing)
- Ensure that VGM certificate is received
- Ensure that containers are pre-advised
- Ensure that containers are stacked within the prescribed times
- Capture and arrange shipping instruction/ bills of lading – error free. Draft to be approved by the customer / agent
- Monitor vessel sailing and confirm container shipped on board
- Pre-alert documents to be sent to the customer / agent
- Process cargo dues
- Courier original documents if applicable
- Update internal work notes on Cargo Wise
- Generate status report to customer daily/progressively regarding the milestone event / progress of the shipment
- Prepare costing sheets and ensure invoice is sent to the customer within KPI
- Ensure all 3rd party invoices are received, reconciled and sent to head office for payment within transactional periods
- Ensure all WIP’s and accruals are attended to timeously
- Complete and close shipment as per company SOP / ISO standard
- 5. Quality Management
- Check and double check to make sure minimal/no errors are made
- Provide quality service to customers and continuously exceed their expectations
- Get it right the first time
- 6. Risk Management
- Ensure errors are minimal
- Ensure instructions are received/issued in writing and recorded
- Conform to SOP’s
Requirements:
- Must have a matric certificate
- Must have minimum 3-5 years ocean freight exports experience.
- Must have a very good understanding of customs procedures
- CargoWise experience
