Ocean Freight - Import Coordinator

Job Specification

Roles And Responsibilities

Role

Import Coordinator

Reporting To

Import Team Leader

Key Relationships: Clients / Team Leader / Team Members / Other office colleagues / SCM / Transport Dept / Admin Dept

Core Capabilities: Industry, operational & EV Cargo experience / Commercial, financial and transaction awareness / Good Communicator / Customer focused / Strong systems knowledge / Ability to prioritise / Able to work on own initiative / Self motivating / Reporting & statistical skills / Able to handle difficult situations / Quick thinker

Staff

• Be prepared to cover the desk between 08:00 & 17:30
• Assist staff training in aspects of day-to-day tasks & share knowledge where appropriate
• Ensure flexibility for overtime

Customers

• Handle any minor customer issues/disputes/complaints etc
• Make Team Leader aware of any issues and / or any need for a visit
• Follow check sheet guidelines for new customers to ensure they are implemented correctly
• Attend any customer meetings as necessary
• Identify additional areas / services we can sell to existing customers

Workload

• Support team with day-to-day work during times of sickness / holiday etc

Procedures

• Arrange cargo pre-shipment with EV Cargo office or origin partner office
• Ensure all jobs are loaded correctly
• Ensure Bills of Lading are endorsed correctly and update receipt in Cargowise
• Raise non conformances for all non conforming issues
• Ensure clients are chased for documentation
• Ensure invoice is raised to the client at the correct time
• Update action lists for all SCM customers daily if applicable
• Identify procedural inadequacies & offer suggestions for improvements

Transport

• Ensure work is managed to avoid bookings appearing on the not cleared list
• Ensure the daily not cleared list is completed in good time
• Check the unbooked report to ensure delivery bookings have been allocated to all consignments
• Ensure bookings are managed correctly, balancing availability, free time & lead times

Customs

• Ensure all CFSP deadlines are met, both internal & those defined by Customs
• Ensure accurate use of Customs tariff within the team to both increase efficiency & Customer service levels
• Ensure all Customs entries are pre-lodged on time
• Ensure entries are checked in detail following check sheets
• Learn from issues raised by customs audits
• Complete and update the C18 / C285 process

Invoicing

• Raise invoices to EV customers for shipping, clearance and delivery of consignments
• Create any customer specific reports
• Liaise with customers & colleagues to resolve any queries as efficiently and courteously as possible
• Contact the Profile/Commercial dept for haulage rates to destinations there is no fixed rate for & add to CW if applicable via the Profile Team
• Ensuring the job files are showing the correct profit against the job balance. You may have to liaise with colleagues to correct the shipment

Knowledge

• Strong commercial, financial and transactional knowlegde
• Adequate knowledge of CNS, Destin8, CDS, ASM &/or Ricardo
• A good understanding of the terms and endorsements of BOL's
• Aware of how LIMA works & how GCS operate
• Good working knowledge of Home Use / CFSP / Warehousing / Bonds / T1's / NCTS
• Understand Incoterms
• Understand profiles and rates
• Understanding of sailing schedules including feeder vessel operations

Rewards & Incentives: Paid overtime / Profit related bonus / Incremental holiday

Possible Career Progression:Import Team Leader

Performance Measurements:Customer retention / Service Failures / Customs Errors / Non Conformances / Uncleared & Unbooked reports / LIMA Action Lists / Credit Note Report / GP

Overall Purpose of Role:Ensuring full and satisfactory customer service. Ensure professional and courteous manner to clients at all times.Complete Customs procedures with total accuracy.Handle all delivery booking formalities.Generate accurate invoice to client for all shipment related charges.

Key Tasks

• Self Motivate & keep a high level of morale
• Ensure all relevant notes & eDocs are shown in the job in Cargowise
• Ensure you are up to date at all times
• Ensure that EV Cargo credit control procedures are adhered to
• Utilise shipment filters and check reports to ensure you are being as pro-active as possible
• Ensure daily ETA checks are completed