Role and ResponsibilitiesExecute export administrative duties and provide back-up assistance to the team in accordance with the company's business policies and procedures to ensure exceptional customer service.Receive and enter orders in FLOW (in-house system). Update the system timely for transhipments & arrivals.Ensure timely shipping is arranged in accordance with customers' requested RDS, RDD & mode/equipment type.Handle the full set of shipping documents. Check correspondence of BLs, shipping invoices, packing list, COO, etc. Ensure documents are correct and provided on time to clearance agents & customers.Coordinate timely import & export customs clearance & deliveries.Coordinate with Sales dept. & export offices the timely quotation sent to customers prior to shipping.Ensure actual invoices from vendors & invoices to customers correspond to quotations. Responsible for costs & invoices booked properly and timely in the Financial Files.Maintain a paper file: print file control sheet, keeping copies of shipping docs, orders, quotations, invoices from vendors, invoices to customers, and important correspondence.For export shipments: research and plan the most appropriate route for a shipment taking into account the cost, transit time, and security. Obtain, check, and prepare documentation to meet customs requirements, packing specifications, and compliance with overseas countries' regulations.Work closely with customers, Hillebrand export offices, and third parties to ensure smooth operations to deadlines.Provide excellent customer service.Maintain current knowledge of relevant legislation, Carrier's route changes, political situations, and other factors that could affect the movement of freight.Review shipping documents: check that data on the shipping invoices, BLs, and packing lists correspond to each other.FLOWUpdate the diary on a daily basis whilst ensuring high quality of data.Knowledge of levels within FLOW ensuring information is updated timely and accurately.Ensure dates and explanations are correctly entered on the Export Status Screen.Complete the message screen to communicate with IHO's.InvoicingKnowledge of sales terms and results of its influence on the company.Production of orderly and accurate file balance sheets.Production of accurate customer, vendor/supplier invoices within an agreed 5-day period.Knowledge of financial aspects including profitability of files for customers within the area of responsibility.Shipping FilesCompletion of accurate information on front sections of the file.Maintenance of documentation to be well organized and easily accessible.Completion of additional information on the reverse of the file.Accessibility of copies of correspondence.DocumentationKnowledge of required documentation for all parties relevant to each order and purpose.Production of accurate documents.Monitoring and control of documents within agreed time frames.Control and submission of all customs-related documents (I.e. DA550 & Acquittals).Ensure Service Excellence DeliveryDeliver customer service excellence in a professional way with a friendly style and attitude to meet and exceed customer requirements.Cultivate and maintain a friendly and flexible attitude.Communicate actively with customers and develop a deeper understanding of their requirements and provide Customer's SOP.Monitor customer-facing KPIs and use to drive improvement.Ensure product knowledge is high.Ensure accuracy of all operational and financial data.Ensure correct use of company tools.SystemsFlow, Axis, Salesforce, MS Office.May be required to undertake additional duties as the need of the business dictates.Tasks as assigned by management.Qualifications And Education RequirementsTertiary Level Qualification in a related discipline or Freight Forwarding & Customs Compliance.Department of Agriculture (DALRRD).Knowledge of Alcoholic Beverage operations.Preferred Skills3+ years' relevant experience and expertise in the freight forwarding and customs clearing industry.Alcoholic Beverage Industry Knowledge.Solid knowledge of shipping paperwork required for import/export/air/road shipments.Strong knowledge of International Freight Forwarding, FCL/LCL, and INCOterms 2010 (2020).Ability to work with a diverse group of people.Excellent customer service.Excellent communication skills.Hardworking; Disciplined; Fast Learner.Team Player.
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