SUMMARY:
To control and facilitate ocean freight imports.
POSITION INFO:
1. Day to day Operations
- Control and manage import process from receipt of pre-alert documents/shipment notification to final delivery to the customer
- Request for arrival notification from the shipping line/co-loader
- Register file on CargoWise once arrival notification is received from the shipping line/co-loader
- Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
- Complete document checklist
- Submit documents to customs entry department
- Arrange and co-ordinate customs exams and regulatory stops
- Obtain extended releases
- Prepare shipping line release
- Ensure that NAVIS is updated 72 hours prior to vessel arrival
- Inform transporter of the arriving shipment by sending through a delivery instruction
- Update internal work notes on CargoWise - daily by 10H00
- Generate status report to customer daily/progressively regarding the milestone event/progress of the shipment
- Monitor delivery with transporter and liaise with client services representative/customer
- Ensure that containers are uplifted and turned in within the prescribed times
- Prepare job profit summary 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 CargoWise – 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 job profit summary – 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 to 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 delivery and shipment status
- Receive orders from client services representative/customer – requesting original documents/clearing instructions
- 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
- Imports:
- Register file on CargoWise once arrival notification is received from the shipping line/co-loader
- Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
- Complete document checklist
- Submit documents to customs entry department
- Arrange and co-ordinate customs exams and regulatory stops
- Obtain extended releases
- Prepare shipping line release
- Ensure that NAVIS is updated 72 hours prior to vessel arrival
- Inform transporter of the arriving shipment by sending through a delivery instruction. Delivery instruction to include demurrage/detention period.
- Update internal work notes on CargoWise - daily by 10H00
- Generate status report to customer daily regarding the progress of the shipment
- Monitor delivery with transporter and liaise with client service representative/customer
- Ensure that containers are uplifted and turned in within the prescribed times
- Prepare job profit summary and ensure invoice is sent to the customer
- 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
- 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 continuosly 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
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