Agent - Ocean Import
Ensure the proper and timely movement of freight and information, while providing an exceptional customer service within the Ocean Import department
In addition to this, to perform tasks as requested, including, but not exclusive to, assisting in general Ocean Import operations.
Daily Duties
- Ensure smooth and timely freight process flow
- Ensure accurate and timely data entry into our operating system as per Operational Process Standards (OPS)
- Track and Trace Ocean Import files as required - either internally via expo or systems, or externally via websites or telephone ensuring the correct shipping details are reflected in the Expeditors system.
- Use workflow monitors and expo branch reporting to manage daily shipments.
- Ensure freight availability is advised to the customers/brokers no later than the same day of the event.
- Ensure all Ocean Import freight/handling charges are entered into system no later than 3 days of service completion.
- Meet compliance at all times to regulations including compliance with OPS, external government regulations or customer policies.
- Ensure all customers standard operating procedures are followed and changes updated in SOP (with guidance from Supervisor/Manager).
- Oversees communications, timely responses to emails and requests are replied to as per the Expeditors communication standard.
- Interact with customers in arranging their international shipments, meeting customer service expectations.
- Review daily downloads and new files, checking client's database (GCI) and shipment details.
- Shipping line (including Co-loaders) invoices are paid no earlier that 3 days prior to the estimated arrival date of the vessel as per OPS.
- Checking of the freight collect, origin and destination charges that are on the house file against the quoted rates in the SOP. Any discrepancies are resolved with the assistance of the customer service or sales team - prior to arrival.
- Escalation to Supervisor/Manager in instances where resolution cannot be achieved within the required time frame.
Weekly Duties
Contribute effectively to weekly/monthly department meeting.
Monthly Duties
Maintain training requirements to ensure monthly (4.33 hours) and annual hours (52 hours) are achieved.
Other
- Understand department process flow and constantly look for areas of improved efficiency.
- Respond to requests for proposals, quotations or information timely, in conjunction with Ocean Import Manager
- Take an active role in transitioning new business
- Assisting with the service to the front counter and answering of the phone
- Other duties or tasks as directed by the Ocean, District or other management
*In addition to these, to perform tasks as requested, including, but not exclusive to, assisting in general import operations.
Qualifications
Tertiary education with 1 year working experience. Fresh graduates are also welcomed.
Skill:
- Competent use of Company’s Computer system
- Administrative tasks, including scanning and printing of documentation
- Competent and courteous communication and good phone etiquette
- Efficient Time Management
- Problem solving ability.
- Attention to detail.
- Versatility, to be able to handle different work tasks.
Knowledge
- Government Regulations
- Standard Operational Procedures for Ocean Import Operations, including Company KPI's
- Understanding of the movement of Goods by Ocean
- Geography
- Credit Policy, financial expectations of department, branch, company
- International Shipping terms
- General Mathematical knowledge, including but not exclusive to, dealing with Exchange Rates, Foreign Currency and General Ledger
Additional Information
Initiative
Resolute
Always looking for improved efficiency
Be open to implementing new system changes and enhancements in Ocean Import department.
Exceptional, courteous customer service, both internally and externally
Integrity
Team Player and able to work with a variety of personalities across all levels of the organization
All your information will be kept confidential according to EEO guidelines.