Assistant Manager, Sea Freight-Exports

Purpose of the position

To manage the ocean freight global accounts as a single window for customer correspondence, operations and to achieve operational excellence and higher productivity through timely & accurate documentation, operations and OSC functions and effective coordination with outsourced service providers/vendors.

Key Tasks

Customer & Network

• Establish customer communication preference, i.e. phone, e-mail, fax, visit.


• Receive and validate customer contract from M&S.


• Attend to all customer enquiries in accordance with customer service policy standards.


• Co-ordinating with the destination office for shipment approvals.


• Exploring new opportunities from existing customers and increase share of business handled by ensuring customer satisfaction and proactive follow up.


• Ensure compliance with the standard area operating processes and Customer SOPs.


• Create docket/file and review documentation with booking form, covering Shipper's Letter of Instruction (SLI) and/or Letter of Credit for accuracy


• Co-ordinate with Shippers for Export documents.


• Respond to inquiries from the field sales and clients, providing accurate and timely information and advice on Customs related issues and other compliance queries.


• Sending shipment status to Shipper and forward DSR on timely and consistent basis.


• Communicate and resolve with the customer on exceptions and incidents – Invoice, Service Irregularities & Claims Management


• Interacting with destination BU for status update for DDU/DDP shipments.

Vendors

• Planning Vessel and release of OB/L’s / Seaway B/Ls.


• Coordinates for the adhoc procurement with vendors mainly preferred core carriers / co-loaders. Liaise with the OSC/co-loaders for booking and shipped on board status of the shipments and release of OB/L’s / Seaway B/Ls.


• Coordinating with Shipping Line and Co-loaders for Planning Vessel & documentation.


• Co-ordination with approved transport vendor for cargo pick up.


• Submit ACD / AMS / ACS transmission on time, verify results and make corrections if necessary


• If custom clearance is handled from our end, check with CHA regarding the documents received and customs clearance status.


• Meeting Vendors for operational review.


• Facilitate Vendor re conciliation.

Systems & Documentation

• Create booking / shipment CW1.


• Prepare and issue documentation as per Documentation Check Sheet, Customer Profile, SLI and/or L/C.


• Ensure that file contains all necessary pre-shipment document copies in proper sequence and handover the file to document processing.


• Submit ACD / AMS / ACS transmission on time, verify results and make corrections if necessary


• Achieve “Operational Excellence” through accurate and timely documentation / system updates resulting in increased productivity and data quality.


• Achieving Global Operational KPIs– Data Quality, Mandatory Fields, Workflow & Milestones.


• Posting of Vendor Invoices thru Web cost portal correctly & timely.


• Closing Job files within the agreed timeframe by posting all costs received from various vendors and allocating agreed revenue/Sell rates as per set KPIs.


• Proper input of cost / revenue/ WIP / Accruals


• Handling Invoice Disputes through proper mechanism & ensure timely closure. 


• Sending pre-advise with complete and accurate documents to network overseas / destination office.


• Ensure proper information flow with department staff on updates, changes, market trends/requirements etc.


• Helping Team with Shipping Line or co-loaders for documentation.


• Escalate wherever necessary.


• Observe and follow special rules.

Coordination

• Lead the entire Operations and documentation Team.


• Follow-up for Pre-alert.


• Follow-up with other branches for Cargo coming from various locations.


• Follow-up with shipping line for Tracking of shipment.


• Providing Stuffing instructions to Operation Executive at CFS.


• Proper input of cost / revenue/ WIP / Accruals


• Ability to maintain stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and the organization.


• Respond to inquiries from the field sales and clients, providing accurate and timely information and advice on Customs related issues and other compliance queries.


• Effectively present information one-on-one, or in small group situations.


• Identifies and resolves problems in a timely manner.


• Perform other duties as assigned.

Decision Making Authority

Decision making on work execution except for the financial aspects, depending on the urgency and importance, keeping the line manager informed formally.

Function / Market & Industry Knowledge / Business Acumen / Process working

• Expertise in the area of Freight Forwarding


• Know how on ocean freight / SCM.


• Understanding of DSV strategy and products.


• Knowledge about markets and competitors.


• Knowledge about trends and challenges in the industry.


• Business administration competence


• Negotiation skills


• Overall understanding of business processes and interdependencies.


• Knowledge in freight forwarding and logistics


• International mobility


• Willingness to travel

Skills & Competencies

RESULT ORIENTATION

• Ready to take personal accountability for achieving individual and shared goals


• Ability to set robust plans well in advance and to initiate action to move projects forward


• Planning & Organizing (Ability to prioritize, plan, assign & control)


• High result orientation and customer focus


• Time management (monitoring performance against deadlines and milestones.

CUSTOMER ORIENTATION

• Customer focus (monitors customer expectations continuously and is willing to adapt own activities/procedures)


• Readiness to continuously focus on identifying and meeting customer current and future needs


• Readiness to provide alternatives and optimized solutions to the Customer


• Ability to establish a successful long-term business partnership with internal and external customers

PERSONAL

• Ability to coordinate efforts/resources within and across boundaries to deliver goals


• Ability to work with different cultures and to manage cross functional interfaces


• High priority for teamwork


• Team player


• Capable to build strong and long-term team relationships within and across functions and geographical boundaries and based on ethics and trust


• Fully adheres to the Code of Conduct


• Ability to work under pressure and deal with tight deadlines

Educational background / Work experience

• Bachelor's degree in Business Administration/Economics/Logistics or freight forwarding apprenticeship


• 4-5 years of work experience (minimum)


• 2-5 years of overall industry experience (minimum)


• International working experience preferred

Language Skills

• Fluent in English (written and spoken)


• Other languages (written and spoken) preferred

Computer Literacy

Good knowledge of

• Microsoft® Office Software (Excel®, Word, PowerPoint® and others)


• SAP®