Seafreight Operator at Hellmann Worldwide Logistics

Job Description

Responsibilities

•  Indent/Purchase order Monitoring
• Receive a copy of the indent/purchase order from client, input into system and reports.
• Scan same & e-mail to Hellmann overseas office for them to contact supplier.
• Hellmann overseas office to provide status and availability of cargo.
• When cargo is ready provide booking instructions to origin office and advice the client.
• Follow up and report back to client, with cargo availability, shipment process / updates in required report.
• Collection of cargo – follow up with overseas office’s to ensure cargo picked up at origin, on time, etc. to ensure the client’s arrival date at destination is met.
•  Pre-Alerts is generated and sent to client once the vessel details are confirmed by overseas office.
•  All documents need to be received from the origin office either by EDI/email and checked for correctness.
•  Ensure all shipments are sent via EDI from origin office.
•  Regular shipment tracking to be done, including transshipments details and date follow up. Client to be informed via status report, including highlighting of any deviations which need to be communicated as and when happening.
•  Communications: daily telephone calls and mails to include; All queries, short shipments, delays, damages and discrepancies to be reported to client / origin station / 3rd party operators, where necessary.
•  Apply for ANF’s from the respective shipping lines.
•  Register SFI shipment in Hellogic and Compu-Clear as per requirements, with all documents scanned to the file in Hellogic.
•  Request shipping line charges.
•  File to Entries, logged in National Customs Entries mail box, for entry to be framed and released. Follow up with entries and keep NCE mailbox updated as required.
•  Arrange inspections such as Port Health, State Vet, customs stops when required.
•  Delivery of cargo. Co-ordinate the delivery of the cargo as per the clients requirements. Ensure transporters receive pre-alert with regard to deliveries. Follow up with Transporters to ensure delivery, update system, update status report and ensure client is updated.
•  Invoicing – ensure correctness and timeous invoicing as per KPI/SOP. Invoicing to include all charges (HWL origin charges, SARS charges, transporter, warehouse, etc.). Copies of relevant documents as per client SOP to be attached, such as Bill of entry, suppliers invoice, Bill of lading, etc.
•  Ensure all vendor and origin invoices have been received, checked and authorized for posting.
•  Ensure Accruals are always up to date. Check files for outstanding accruals and accuracy.
•  Status reports as required by the client, to be updated and sent. Ensure that the data quality in operating systems is 100% correct/up to date to ensure automated status reports are correct.
•  Ensure any tariff requests, customs issues, etc. are escalated to the entries department. Follow up if client does not receive feedback.
•  Ensure that the customer’s freight rates are in place as necessary. Escalate to operations manager if not for resolution.
•  Provide CRM, SAM and management with regular feedback regarding the client.

Skills & Competences

•  Solid background in Forwarding, indent monitoring, clearing, deliveries and invoicing in Seafreight imports.
•  Good industry knowledge in terms of documentation requirements, customs requirements (SA), Port Health, Sate Vet, import permits, etc.
•  Ability to work under pressure and to tight deadlines: Remains calm, objective and controlled in responding to urgent or demanding situations. Maintains effective performance under pressure. Stays positive
•  Sound knowledge of international shipping and trade terms.
•  Computer literate.
• Good communication skills (written and verbal). Can provide both verbal and written information in a timely, clear and concise manner. Expresses ideas effectively, adjusting style, tools and mode to the needs of others. Listens attentively, and summarizes or asks questions, when needed, to clarify information.
•  Interpersonal Skills -Ability to manage conflict when under pressure. Is focused on identifying and understanding the customer’s needs. Expresses and acts on desire to assist customers in an efficient and friendly manner.
•  Self-starter who is results driven and committed to Excel: Challenges self and others to exceed standards and achieve extraordinary results, striving for best in class. Is not easily deterred when obstacles or delays are encountered.
•  Team player : Works cooperatively with others to achieve target and objectives. Accomplishes own tasks in support of team goals and actively offers to help colleagues. Supports group decisions.
•  Organized and disciplined: Sets clear and realistic goals and objectives. Establishes a course of action and a sequence of steps to ensure that activities and objectives are efficiently achieved. Is structured with good personal organization. Schedules time effectively and use efficient work methods and tools.
•  Sound geographical knowledge.
•  Attention to Detail: Can be counted on to keep commitments. Complies with the intent of policies, procedures and agreements. Builds others' trust in own professionalism, integrity, expertise and ability to get results.

Qualifications and Experience

•  Minimum 5 years seafreight forwarding & clearing experience (per above requirements).
•  Minimum 5 years’ experience in indent / purchase order monitoring (large volumes an advantage).
•  Matric essential.
•  Solid understanding of Logistics and Supply Chain
•  Valid driver’s license (an advantage).
•  Knowledge of customs process in South Africa.

Please note only shortlisted candidates will be contacted. Only South African citizens may apply.