Operations Controller

SUMMARY:
The effective handling and management of export functions in the air and sea freight department.

POSITION INFO:

1. 1. Operations

• Delivering an excellent Ocean and Air Freight Service to clients by adhering to client’s instructions
• Ensure that all work completed on a file are in accordance with the quoted rates, and that any additional disbursements are brought to the client’s attention prior to proceeding
• Oversee the control of all files and ensure that all requirements are met in accordance with statutory requirements, internal processes and procedures as well as international shipping practice
• Responsible for various administrative duties and document control in the Sea Freight and Air Freight Department, incl. the following:
• Ensure timely receipt of correct and complete shipping documentation
• Ensure timely receipt of ANF’s, Releases and invoices from s / lines, co-loaders, airlines
• Ensure that customs clearance is affected in the correct time frames
• Ensure transporters are notified and that deliveries / collections are affected in required time frames
• Responsible to ensure that all Marine Insurance Claims are attended to and that all requirements are fulfilled by The Company within the specific turnaround times
• Exports: ensure that pre-alerts are send out immediately
• Create / compile estimates according to client & agent requirements for all transport modes both imports and exports where required

1. 2. Financial Management / Invoicing

• Responsible for strictly maintaining timely and accurate invoicing
• Ensure that original invoice is forwarded to the client with supporting documents so that there is no delay in payment
• Manage the profitability of files and bring any area of under recovery to the attention of Management
• Manage and control all shipping line / airline / transport invoices and reconciliations thereof
• Manage all WIP’s and Accruals

3. Customs

• Exports: ensure that entries are framed correctly and submitted timely
• Ensure that any acquittals or customs queries are immediately attended to

1. 4. Queries

• Resolve any query pertaining to a client in your portfolio speedily

1. 5. Quality Checks

• Quality check Invoices and documents for clients
• Ensure clearing instructions or export instructions are completed in full to protect The Company
• Responsible to ensure that the department’s quality of service if of the highest standard at all times
• Foster a culture of getting it right the first time
• Display a culture of taking full ownership of each file doing your best on each file
• To manage milestones and exceptions
• Review operational processes and provide improvement requests/feedback when and where required to ensure continued improvement

Requirements:

• Matric or equivalent of Senior certification
• High level of Computer literacy
• All modes – Air, Ocean Imports & Exports
• Minimum of 5 years’ experience in Freight Forwarding and Clearing
• Customs Affairs knowledge would be of advantage