Senior Associate - Sea Freight, Export

Key Tasks

Customer & Network

• Establish customer communication preference, i.e. phone, e-mail, fax, visit.
• Receive and validate customer contract from M&S.
• Attend to all customer enquiries in accordance with customer service policy standards.
• Co-ordinating with the destination office for shipment approvals.
• Exploring new opportunities from existing customers and increase share of business handled by ensuring customer satisfaction and proactive follow up.
• Ensure compliance with the standard area operating processes and Customer SOPs.
• Create docket/file and review documentation with booking form, covering Shipper's Letter of Instruction (SLI) and/or Letter of Credit for accuracy
• Co-ordinate with Shippers for Export documents.
• Respond to inquiries from the field sales and clients, providing accurate and timely information and advice on Customs related issues and other compliance queries.
• Sending shipment status to Shipper and forward DSR on timely and consistent basis.
• Communicate and resolve with the customer on exceptions and incidents – Invoice, Service Irregularities & Claims Management
• Interacting with destination BU for status update for DDU/DDP shipments.

Vendors

• Planning Vessel and release of OB/L’s / Seaway B/Ls.
• Coordinates for the adhoc procurement with vendors mainly preferred core carriers / co-loaders. Liaise with the OSC/co-loaders for booking and shipped on board status of the shipments and release of OB/L’s / Seaway B/Ls.
• Coordinating with Shipping Line and Co-loaders for Planning Vessel & documentation.
• Co-ordination with approved transport vendor for cargo pick up.
• Submit ACD / AMS / ACS transmission on time, verify results and make corrections if necessary
• If custom clearance is handled from our end, check with CHA regarding the documents received and customs clearance status.
• Meeting Vendors for operational review.
• Facilitate Vendor re conciliation.

Systems & Documentation

• Create booking / shipment CW1.
• Prepare and issue documentation as per Documentation Check Sheet, Customer Profile, SLI and/or L/C.
• Ensure that file contains all necessary pre-shipment document copies in proper sequence and handover the file to document processing.
• Submit ACD / AMS / ACS transmission on time, verify results and make corrections if necessary
• Achieve “Operational Excellence” through accurate and timely documentation / system updates resulting in increased productivity and data quality.
• Achieving Global Operational KPIs– Data Quality, Mandatory Fields, Workflow & Milestones.
• Posting of Vendor Invoices thru Web cost portal correctly & timely.
• Closing Job files within the agreed timeframe by posting all costs received from various vendors and allocating agreed revenue/Sell rates as per set KPIs.
• Proper input of cost / revenue/ WIP / Accruals
• Handling Invoice Disputes through proper mechanism & ensure timely closure. 
• Sending pre-advise with complete and accurate documents to network overseas / destination office.
• Ensure proper information flow with department staff on updates, changes, market trends/requirements etc.
• Helping Team with Shipping Line or co-loaders for documentation.
• Escalate wherever necessary.
• Observe and follow special rules.

Coordination

• Lead the entire Operations and documentation Team.
• Follow-up for Pre-alert.
• Follow-up with other branches for Cargo coming from various locations.
• Follow-up with shipping line for Tracking of shipment.
• Providing Stuffing instructions to Operation Executive at CFS.
• Proper input of cost / revenue/ WIP / Accruals
• Ability to maintain stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and the organization.
• Respond to inquiries from the field sales and clients, providing accurate and timely information and advice on Customs related issues and other compliance queries.
• Effectively present information one-on-one, or in small group situations.
• Identifies and resolves problems in a timely manner.
• Perform other duties as assigned.