Role SummaryReporting to the Shipping Manager, the Senior Shipping Coordinator is one of the key links between all divisions regarding Shipping, Customs, Import, and Export matters in the supply chain. The Senior Coordinator effectively drives and assists all departments and divisions in their operation, serving as a first line for escalations, personally and/or through subordinates.Accountabilities / Key Performance AreasSupervising the import, export, and customs-related aspects within the department by ensuring that best practices are applied when import, export, and customs-related files are opened and services provided to external and internal customers are done in the most professional manner.Ensure compliance in all aspects of SARS and Customs-related issues, ensuring that you and your department apply the latest regulations and rules applied by the ACT, being fully in line with continuous customs-related changes within the ACT.Monthly guidance of deferment account for the shipping clerks' SARS entry and compliance, agents' input accuracy and compliance.Customs Responsibilities (but not limited to)Supervising and ensuring best practices in customs and ensuring full compliance at all times.Ensuring full operational and functional practices and effective execution and delivery of all export-related requests.Ensuring customer satisfaction and being up to date and in control of the entire export and customs-related entities of the Shipping Department.Inbound ShipmentsEnsure all pre-alerts are framed, file opened, record and reflect on detail (i.e., packing list, weight and pieces, all legal documents are filed, pending arrival).Ensure pre-alerts are captured, rates are verified, urgency confirmed, Incoterms are correct and in line with the billing of the freight, record all information and react to all anomalies.Provide agents with clearing instructions and supporting documents prior to the arrival of ship or aircraft.Where required, obtain quotations from agents, ensure all rates and costs conform to agreed Incoterms.Obtain transport quotes screened on the most cost-effective basis, accept, issue purchase orders, and forward to the Shipping Manager for approval.Monitor and ensure all shipments are received in full and on time, with no discrepancies recorded.Ensure all discrepancies are recorded, investigated and reported, submit any potential claims in time as per claims procedure, and ensure finalization and settlement of claim.Ensure all agent invoices are received prior to month-end closure.Ensure accuracy of invoice rates as agreed, submit queries if anomalies are identified and follow up to ensure finalization within the same period.Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise Act.Ensure prompt monthly closure and submission of all documents into the scanned folder.Ensure all invoices ready for payment are forwarded to Accounts prior to cut-off date.Export ShipmentsEnsure all pre-alerts are framed, file opened, record and reflect on detail (i.e., packing list, weight and pieces, all legal documents are filed, pending arrival).Ensure agents' pre-alert gets captured, verify rates, urgency, Incoterms, record and react to all anomalies.Provide agents with clearing instructions and supporting documents prior to the arrival of ship or aircraft.Where required, obtain quotations from agents, ensure all rates and costs conform to agreed Incoterms.Obtain transport quotes screened on the most cost-effective basis, accept and approve.Monitor and ensure all shipments are received in full and on time, with no discrepancies recorded.Ensure all discrepancies are recorded, investigated and reported, submit any potential claims in time and credit recorded discrepancies.Ensure all agent invoices are received prior to month-end closure.Ensure accuracy of invoice rates as agreed.Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise Act.Ensure prompt monthly closure and submission of all filed entries.Outbound ShipmentsEnsure export instructions are framed, file opened, record and reflect on detail (i.e., packing list, weight and pieces, all legal documents are filed, pending export).Apply for ITAC export permits.Provide agents with clearing instructions and supporting documents prior to collection.Where required, obtain quotations from agents, ensure all rates and costs conform to agreed export agreements and Incoterms.Obtain transport quotes screened on the most cost-effective basis, accept and approve.Monitor and ensure all shipments are exported in full and on time, with no discrepancies recorded.Ensure all discrepancies are recorded, investigated and reported, submit any potential claims in time and credit recorded discrepancies.Ensure all agent invoices are received prior to month-end closure.Ensure accuracy of invoice rates as agreed.Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise Act.Ensure prompt monthly closure and submission of all filed entries.TransportReplenishment orders to be issued immediately on request.Ensure transport arrangements are made without delay, and delivery takes place in time.Ensure all quotes are requested in advance and forwarded to the Shipping Manager for approval.Load orders and forward for approval.Forward and commit approved order to contractor.Follow up and ensure delivery.Ensure all customer needs are met.SARS And CustomsEnsure all Customs rules are applied and complied with at all times.Ensure all filed entries are captured in accordance with the ACT.Ensure all discrepancies are recorded, reflected on, investigated and confirm VOC corrective action.Ensure all customer and/or agent entries are recorded correctly and applied and entered on Company deferment account, applying all Customs rules.Ensure all entries are framed and invoiced correctly prior to month-end, forwarded to accounts for monthly closure.Serve as liaison with all internal and external partners for daily operational activities.Track, analyze and communicate key performance matrices.Assist Shipping Manager in all logistics operations and support across all distribution channels.
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