Executive, Transport Coordinator (Based in Senai)

Job Description - Executive, Transport Coordinator (Based in Senai) (MER0003CG3)

Executive, Transport Coordinator (Based in Senai)

Group: Mercedes-Benz Group AG

Objective of Job

• Accountable for all air, ocean and land transportation related topics, not limiting to Standard Operating Procedures (SOP) setup, Key Performance Indicators (KPI).
• Daily transportation operational tasks in SPM@TM:
• Transportation planning.
• Cooperate and work in close collaboration with respective SPs key contacts to ensure a seamless logistical transportation.
• Application of DG knowledge and experience to ensure adherence and compliance to customs laws, regulations, importation, exportation and transhipment clearance processes and guidelines.
• Contribute to contingency planning for seasonal impacts; avoidance of volume bunching at gateways.
• Contribute to the development, monitoring and overseeing of Improvement Measures governance on transportation with regular performance review cadence by conducting root cause analysis with corrective actions with internal/external collaboration.

Job Description

• Ensure both air and road transportation no., ASN and confi data from vendor is transmitted prior to shipment arrival and delivered to SP TM Operator for custom/ forwarding handling.
• Manual creation of ASN as and when required for both air shipment and road transport when auto transmission of data fails.
• Match sea shipment invoice numbers against Avis shipping details from vendors.
• Monitor SP TM Coordinator is compiling and processing the shipping details to forwarder in a timely manner for customs declaration.
• Sort and organise all sea freight invoices against Avis for Service Provider for declaration purposes and Accounts Department.
• Liaise with customers on transportation related issues and coordinate with appropriate stakeholders for further actions.
• Send outbound flight delay notification to customers.
• Rectify outbound documentation errors reported by SP.
• Liaise with SP on cargo pick-up timing issues.
• Ensure SP are informed on the releasing of shipments.
• Report to TM Team Leads of any outstanding cargo or abnormalities.

Freight Discrepancy Report and Freight Cost Monitoring:

• Check to rectify and reduce discrepancies in freight estimation.
• Debit/Credit Note processing to Customer and Accounts.
• Prepare supporting documents (print screen of invoices).

Cost Settlement & Management:

• Highlight and escalate to TM Team Lead on any discrepancies of the costs settlements with SPs and payment parties.
• Send e-invoices to SPs and customers for permit declaration and payment purposes.
• Prepare Proforma Invoices and Invoices for Customers.

Certificate of Origin (C/O) and Letter of Credit (LC) Shipments:

• Support Customs & TM Team Leads on any arrangements required for inspection of cargo and certification submission/preparation.
• Support Customs and TM team leads and liaise with SP's TM Operators in any escalated preparation for any CIPL transport related documents.
• Support TM team lead and liaise with SP's TM Operators in any escalated shipment booking.
• Provide process tracking records of document archive.

Customers’ Requirements, Queries and Communication:

• Ensure customers’ queries, feedback and special requirements on transport matters are attended to, and feedback on their shipments are replied within timelines to avoid escalation issues.
• Keep to the standard KPIs expectations and excel to win customers’ satisfaction towards TM without compromising on the defined processes (i.e: compliance related).
• Convey any announcements on operations (e.g.: change in operating hours, holiday planning) from Authorities, Markets and all relevant stakeholders to Team Lead.
• Convey Public Holiday Announcements and holiday planning to Markets (i.e.: shipment on hold request from customers).

Reporting & Analysis:

• Compile and check accuracy and thoroughness of the relevant transport reports.
• Support on Transportation Tender and departmental ad-hoc projects with data crunching and report analysis.
• Keep Team Leads informed of any transportation abnormalities.
• Maintenance of records/files (i.e.: email distribution list for announcement to customers and invoices, shipment pre-alert list, sea freight documentation dispatch list, courier shipment contact lists of customers, outbound special customer requirement list).

Qualifications

Education:
• Diploma in Business, Supply Chain Management, Logistics related discipline.

Experience:
• Min 1-2 years related working experience in Supply Chain, Transportation or Logistics.
• Min 1-2 years in the Aftersales or Parts Logistics business.
• Min 1-2 years’ experience in Air and Road transport operations.

Soft skills:
• Excellent communication and interpersonal skills.
• Strong capability in verbal and written command of English across a geographical dispersed audience.

Specific Knowledge:
• Knowledge and understanding of the laws, regulations and guidelines of transporting Dangerous Goods via Air, and Road transport across borders and Free Trade Zone Operations.
• Added advantage to possess SAP knowledge in TM, ECC, CRM, SCM modules.