Operations Controller

SUMMARY:

A well established logistics company is looking for an Operations Controller to join their team based in East London. The objectives of the position is processing of shipments for all air freight and ocean freight imports. Compile estimates timeously; provide support in terms of administration and arrange all freight forwarding.

POSITION INFO:

Customer Service

•  Timely and regular updates to Customer Services and / or clients
• Ensure all emails are answered within 4 hours and all urgent e-mails are actioned before close of business day
• Communicate honestly and professionally with all internal and external clients
• Any shipment that deviates from the routine (process flow) must be escalated to the supervisor / manager and if required to the customer service individual

Financial

• Ensure timely and correct payment of charges to shipping lines and service providers
• Ensure invoice is done in line with clients agreed tariff and requirements
• Ensure invoice is done before cargo is delivered
• Scan copies of all invoices and supporting documents to client services and copy to EDOCS
• Ensure P and L is printed and verified correct by signing off each one and placing it on the associated file
• Ensure WIPs and accruals are checked on invoicing and file status changed to CMP

Process

• Quality check all documents received to verify all is compliant and is in order to proceed
• Ensure timely process of Cargo dues
• Ensure timely and correct receipt of delivery release orders
• Ensure CTO is processed timely
• Notify the warehouse at least 24 hours prior to the delivery of cargo to the facility
• Ensure all milestones are completed in Cargo Wise as to have accurate information available

Supplier

• Ensure timely and correct instructions given to shipping lines, transporters and third-party suppliers
• Ensure containers / cargo is moved without delay
• Ensure POD is received within 48 hours of delivery

Estimates / Sales Support

• Compile estimates according to client and agent requirements for all transport modes both imports and exports
• Request landside and freight charges from agents and service providers worldwide
• Ensure that the estimate charges correspond to client rates in Cargo Wise and Forwarding Instructions
• Quality check estimate on a continuous basis
• Knowledge of Customs Tariffs and Port Charges
• Forward estimate to the relevant sales or client services representative to quality check and forward to the client​

Negotiations of rates with 3rd parties

• In cases where rates are not on file, application is made to the relevant agent or third-party supplier for the necessary costs​

Query Handling

• Attend to any estimate or rate queries
• Communicate any queries and amendments to all parties involved

Air Freight Operations

• Communicate with client services representative and / or origin agents where required with regards to incoming shipments
• Receive Pre-alert for incoming shipments
• Ensure that files are registered as soon as possible after receiving the pre-alert
• Track shipments with carriers
• Manage the submission of customs entries for arriving shipments
• Attend to any customs query documents or stops as to facilitate a speedy release of cargo
• Updating / accrue of carrier and 3rd party charges on Cargo Wise
• Invoice shipment within required metric
• Ensure all costs and sells are accrued within the correct month and no loss being made
• Submit pro-forma claims to the airlines / agents on cargo received damaged / short
• Finalise queries on files
• Arrange for delivery notes to be sent to transport / warehouse team once cargo is customs cleared
• Arrange for correct documentation to be submitted for all stopped cargo
• Check on the floor report to ensure all cargo has been dispatched as needed
• Check clients account status before cargo is released to ensure CBO funds are received before dispatch

Financial

• Arrange payments to third parties
• After checking that freight charges are correctly shown on billing do auto-rating
• Check that Duty / VAT and entire invoice if correct, then post and print invoice
• Check for WIPS and Accruals on "Profit and Loss" tab
• Ensure all WIPS and Accruals are done in the right time frame to avoid movement losses

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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