Operations Executive

Your tasks

Tasks

• Coordinate with overseas offices, carriers, vendors, customers to arrange timely movement of Air freight, to and from specific locations within the service standards agreed and as per the shipper or consignee instructions.
• Coordinate with airline regarding space availability and booking for export shipments.
• Activate and/or create shipment in TMS (Tango).
• Create and manage documentation and issue outgoing invoices against all shipment related charges to the necessary parties as per agreement in line with Schenker Billing KPI's and corporate guidelines.
• Provide pre-alert (including AWB & shipping docs) to customers/destination office in a timely manner along with the flight and booking details.
• Pre-alert along with AWB, shipping docs and customs clearance documents like Saber Certificates and Govt Approvals to be provided to the Customs Clearance team or Customs Broker along with pick-up or delivery details in a timely manner to arrange for on time customs clearance and transportation of the shipment, in case the shipment is door to door or if the customer requires customs clearance and pick up / delivery services.
• Follow up regularly on vendor invoices and timely reserving the amounts in TMS (Tango) against any costs expected in the file.
• Updating of mandatory activities / events in TMS (Tango).
• Coordinate with the respective team if the customer / vendor account is to be created in TMS (Tango), in case of a new account.
• Provide Customers with proactive exception management in case of service quality deviations including follow-up and problem resolution.
  

Accountable

• Ensure that KPI (pre-alert, arrival / departure notification, file opening, activities / event updates, invoicing and keeping accurate reserves (Cost & Sales), invoice submission) are maintained with 100% accuracy.
• Run compliance (SLI) check against corporate and legal guidelines - as applicable.
• Ensure the shipments are not routed to the countries that are under Embargo as per International or DBS guidelines.
• Send necessary contact details of the customers and routing details (if applicable) to the MDM Team (Master Data Management) and follow up for an update in a timely manner.
• Ensure that a file has a valid quotation / approval to / from the customer, valid agreed rates from the carrier and vendors.
• In any case the Operations team needs to quote the customer, they need to follow the Operational and Pricing Formats as provided.
• Ensure implementation of corporate and client SOPs in handling any shipments and coordinate with Sales/Network to acquire SOP for the respective clients
• Verify booking request with respective teams and provide/request shipping instructions to/from Origin/destination office - as applicable.
• Ensure close follow up with the origin office / destination office / carriers / vendors to provide timely updates to the respective team with regards to their shipment status as per the agreed shipping terms and update the information on TMS (TANGO).
• Initiate credit check for customers and follow up on credit issues with Finance Team
• Capture Shipper booking request and communicate with Airline for booking confirmation and update shipments in TMS (Tango) for file creation - as applicable.
• Evaluate requested routing, space availability and update customer and enter preferred carrier routing into TMS (TANGO)
• Ontime upload relevant documents to digital archive (O&DM) via EZ-Scan - as applicable.
• Ensure the customer service team / origin office is well informed on storage details - as applicable.
• Evaluate and ensure shipment profitability.
• Explore upsell opportunities with the Customer (involve Commercial Team - as applicable)
• Update operational shipment status in TMS (Tango).
• Create exceptional and accessorial cost reserves and cost accruals in TMS (Tango).
• Ensure each file Profit + Loss statement shows a profit and escalate "Loss" file information to immediate supervisor - as applicable.
• Ensure compliance with Customer specific KPI's - as applicable.
• Manage, resolve, and escalate invoicing disputes immediately, if any.
• Recheck and distribute the documents set (Import Bill Of Entry i.e. Bayan), THC Receipts other relevant documents) after completed from customs process along with the custom clearance invoice and ensure timely completion of customer invoicing & submission.
• Support Operational KAM and Commercial team for all operational tasks.
• Seek Finance approval for releasing any shipments to cash customers without upfront payment - as applicable
• Perform any other duties as assigned by immediate superior.
• Maintain and follow company rules, regulations and Health, Safety & Environmental Standards.