Coordinator, Operation Service, Air Freight Import, Singapore

Purpose of Position

To execute import documentation & billing process in an efficient and effective manner. Provide accurate information and assistance to customers in resolutions of service complaints and achieving customers’ satisfaction. Ensure all invoices are generated accurately, timely and sent out promptly to customers to facilitate efficient payments by customers, thereby optimizing cash flow.

Key Tasks

• Retrieve shipping documents from warehouse for break-bulk and ensure shipping details on commercial invoice & House Airway bills (HAWB) tallies before handing over for customs declaration.
• To open job file with correct and accurate data, department code through CW1 & print delivery note / shipment cover sheet for Brokerage, Direct & No Move shipments.
• Coordinate cargo tracking & tracing with carriers, Ground Handling Agents (GHA) and DSV overseas.
• Generate GST invoice and response to all queries pertaining to import matter.
• Follow up with permit contractor on the status of permit application till approved. For CCPs that not approved, follow up with relevant government authorities or customers for resolution.
• Perform checks on the approval cargo clearance permit before released to Warehouse / Traffic.
• Ensure approved of cargo clearance permit attach proper commercial invoice, packing list and HAWB for cargo release before handover to warehouse for delivery.
• Work out on the costs for brokerage shipments and prepare cheque requisition for clearance from other forwarders.
• Updating of cargoes information into the appropriate systems, e/g. Milestones, MyDSV, and Com.net and CMD submission.
• Maintain a proper and efficient filing system of all documents for easy and systematic retrieval
• Highlight and update shipment irregularities or problems to Supervisor/Manager for corrective action to be taken appropriately.
• Issue IHT for shipment with irregularity causing service failure.
• Compile customer monthly statistics reports and other required reports requested.
• Prepare billing documents which including costing, photo-copying, detaching and retaining, before sending out the invoices to customers.
• Retrieve and verifying of freight invoices for charges collect shipments from DSV origin are accurate and correct otherwise put up a dispute case to Customer Service appropriately.
• Ensure shipment costs are updated correctly under “Job Costing” in CW1
• Ensure check and approve all vendor invoices posted in webcost
• Ensure weekly warehouse pending list is up to date.
• Any other job-related tasks as assigned by the superior.
• Adherence to the Code of Conduct policy of the DSV Group

Competencies

Competencies – Leadership

• Business administration skills

Competencies – Business

• Operational know-how on Customer Service, Operation Service, and Customs Clearance processes for Import.
• Commercial know how about the managed route and about the local suppliers
• Good negotiation and communication skills (suppliers)
• Analysis and problem solving and implementation of corrective measures as required
• Readiness to provide alternatives and optimized solutions to the Customer
• Understanding of PA Import Products
• Understanding of PA incident and claims handling procedures

Competencies – Personal

• Personality traits
• Customer service
• Able to work in a diverse environment and cultures
• Network & Relationship building
• Good Communication & Interpersonal skills
• Business Management
• Initiative
• Teamwork
• Team player
• Managing change and adaptability
• Assertive and flexible
• Planning & Organizing (Ability to prioritize, plan, assign & control)
• Time management (monitoring performance against deadlines and milestones)
• High stress level (Ability to work under pressure and deal with tight deadline)

Experience & Education

• Diploma in Business Administration/Economics/Marketing or GCE ‘O’ level
• 1-3 years of experience in Freight Forwarding experience