Overview:
Manage shipment files from start to finish and ensure profitable operations and service excellence within the division through best operational execution practices.
Key Job Functions:
Shipping Instruction / Inbound
- Monitor Trucks on route – always be proactive by chasing up overdue trucks and elevate long overdue vehicles to management, BTB and Transport Risk where applicable.
- Ensure your customers relevant security procedures are being followed.
- Open File on BOS System and send File Cover to Bridgeport prior to arrival of cargo.
- In addition to sending the shipment File Cover, ensure the warehouse has received a Dispatch Advice, Sequence Stacking Range, Tracking Device Removal List (If Applicable) prior to arrival of the cargo.
- Assist to resolve any discrepancies regarding tracking units or security breaches together with the Transport Risk Team.
- Ensure that Goods Received Notes (GRN’s) are received from the warehouse within the standard 24-hour period – if not received timeously raise the specific instances with management.
- Check that the details captured on the GRN are as per the details on the attached documentation from the Supplier – be proactive & investigate & report on discrepancies.
- If bonded, ensure that all relevant customs documentation is attached to the GRN – ensure correct bond store details have been used and that all
- discrepancies are investigated & resolved upon cargo receipt.
- Ensure that Arrival reports are sent through to the customer within 24 hours of arrival into the warehouse (Where applicable)
- Update stock reports from the GRN details and report to the client in the pre-determined format & time-frame.
- Ensure that SI’s are received from the customer (in writing) within the specified time period. Always be proactive by discussing any & all queries with the client immediately upon receipt of same – elevate serious queries/concerns to management.
- Physically check cargo from time to time at the warehouse upon receipt to ensure any issues are picked up and escalated to origin offices or the customer.
- Monitor and initiate recovery of any additional charges as a result of wet or damaged cargo from the respective haulier/s or BTB.
- Coordinate and monitor any inspections required as a result of wet or damaged cargo together with the warehouse. Issue NCR’s within 24 hours of receipt when required.
- Coordinate and monitor any ancillary functions in relation to the customer/ cargo – Scanning / Fumigating Infested Loads / Accident claims etc.
- Monitor and ensure tracking units are removed timeously and raise any concerns to the account supervisor.
- Read carefully through all customer Shipping Instructions and note any special requirements to be placed on BFW warehouse receiving instructions and make sure relevant parties are aware of the requirements.
- Ensure good communication with the relevant warehouse supervisors regarding your shipments.
- Plan and coordinate the import of Minerals & Metals leaf into RSA in a timeously manner.
- Ensure customs compliance on all entries and movements with regards to bonded cargo, raise any issues as and when they arise.
Shipping Instruction / Outbound
- Send a detailed BFW SI through to Bridge Port / BTB / CSL Rail or any other applicable service provider as soon as customer SI is received and ready
- – make constant follow-ups with Bridgeport & Bridge Intermodal and/or other service providers to ensure that all is going to plan – make personal cargo inspections so as you know what the cargo looks like and exactly where it is stored – discuss progress with the warehouse operational staff.
- Ensure that all customs documentation is lodged and released prior to containers leaving Bridge Port depot. Check final release for accuracy before sending to the Warehouse. Customs release to be sent to the warehouse 24 hours prior to loading.
- Send and monitor all fumigation instructions sent to the Fumigation team as well as monitor specific parameters are being achieved as per customers requirements.
- Track the progress of the container collections, packing, Rail/Road and in stack confirmation – ensure client is constantly updated & informed on the status of their cargo/shipments.
- Assist with resolving any issues that may arise from a S/Line perspective, Empty collection depot or any other internal service provider.
- Manage the printing of any shipping labels as per customer requirements and ensure same has been provided to the warehouse timeously.
- Ensure that all required documentation is received back from Bridge Port / Customs / BTB / CSL Rail / Transport Risk within specified time frame – raise specific delays to management.
- Ensure that the customer is constantly updated on the progress of their cargo/shipment within the pre-determined formats and time-frames, and all draft documentation is submitted within a reasonable or required timeframe prior to vessel sailing.
- Ensure Navis is updated correctly for Road transport in order to have containers stacked inside the port, assist with any issues or queries.
- Advise customer once SOB confirmation is received – within 24 working hours of vessel sailing.
- Process Cargo Dues and send together with the customs documents to the respective S/Line to obtain release of bills.
- Ensure final shipping documentation is despatched to customers within the agreed timeframe, general rule within 3 days of sailing (All things being equal)
Administration
- Raise all Debtors Invoices within 24 hours of Durban stack confirmation or applicable trigger point & send invoices and supporting documents to Customer within 24 working hours (or sooner).
- Ensure debtor invoice line items are allocated to the correct GL Accounts to ensure accurate management reporting.
- Hand over debtor invoice details with correct budgeted profits same day as raising debtors invoice to your supervisor or manager for same to be captured.
- Capture all Creditors Invoices within 48 working hours from receipt – raise/discuss queries directly and escalate with management and/or accounts dept where needed.
- Ensure creditor invoices are allocated to the correct GL Accounts to ensure accurate management reporting.
- Ensure creditors invoices are signed off and returned to accounts department on time to ensure payments can be actioned timeously.
- Complete shipping ledgers within the agreed timeframe on a monthly basis or as required.
- Arrange acquittal of customs documentation within 30 days of vessel sailing.
- Maintain shipment information in the Minerals & Metals System as required.
- Upload all required supporting documentation onto BOS / Minerals & Metals system.
- Raise monthly storage invoices as per stock reports and send to the customer together with a storage schedule.
- Close shipment files once zero balanced and all documents have been uploaded
Stock Reports
- Ensure all stock & shipment reports are updated in the required formats and sent to the customer within the specified timeframe.
- Create and maintain Stock / SAP reports where applicable.
- Ensure that Bridge Port stock reports balance with BFW stock reports.
General
- Proactive and positive attitude towards all roles & responsibilities. Work hand in hand with respective team members.
- Be present for customer visits and meetings.
- Spend a reasonable amount of time within the warehouse checking on stock, shipments and any other areas that affect the account.
- Ensure any handovers are sent to team members and allow enough time to discuss same prior to taking leave.
- Any other duty required as advised from Management that is not unreasonable and unlawful.
Requirements
Education
- Matric
- Diploma/Degree in Freight Forwarding or Logistics
Experience
- General knowledge of Customs procedures is essential
- Minimum 7 years’ working experience in Freight Forwarding industry with Minerals & Metals
- Minimum 5 years’ administrative experience
- Good Geographical Knowledge
Skills
- High level of computer literacy in MS Office Suite
- Excellent verbal and written communication
- High level of numeracy
- Excellent interpersonal skills
- Focus on customer
Abilities
- Ability to work under pressure
- Ability to work on own initiative
- Ability to organize, plan, and prioritize
- Ability to work to strict deadlines
- Ability to process information
- Ability to resolve problems promptly
- Ability to plan and organise
- Ability to execute plans
Attributes
- Meticulous attention to detail
- Flexible and Reliable
- Tenacious
- Honest
- Entrepreneur
- Excellent team player
- High levels of energy
- Must be self-motivated
- Time conscious
Join Steinweg to ensure our services exceed client expectations. Apply now to become part of our dynamic team!
Interested?
Please send your CV to recruitment@za.steinweg.com