Operations Supervisor

• Help the Head of Operations with proper evaluation of team members.

• Serve as Backup of the Head of Operations as required.

• First escalation of concern/ issues in any transactions.

• Submission of reports to the Head of Operations as required.

• Responsible for receiving the shipping order from the Principal/ Shipper/ Supplier and completing the Job Instructions from the Sales Department.

• The Customer Service (CS) team must review and ensure that the quotation and buying rates are clear.

• Send pre-advise to Consignees / Principals (e.g vessel details, documents confirmation)

• Responsible for creating jobs in the TMS (for shipments involving parties connected via EDI and shipments for parties not connected via EDI) and accepting EDI from the overseas office.

• Pickup/Truck delivery arrangement: Responsible for placing the booking request in RA1. CS should send the request via email and print out the cargo pick-up and delivery instructions form, which should be kept in the job folder for record keeping purposes.

• Coordinate and liaise tbetween the sales and documentation teams.

• Provide and monitor high-quality service from the origin office to the destination office, while generating on-time reports based on customer requirements.

• Arrange Accounts Payable (AP): Obtain AP invoices from creditors, check the correctness of invoices, ensure deadlines for AP invoice creation in TMS are met, book vendor invoices in TMS (AP creation) and process payments.

• Arrange Accounts Receivable (AR): Create Rhenus invoices in TMS (AR creation) and ensure deadlines for AR invoice creation in TMS are met.

• Secure billing from tje consolidator for preparation of billing to clients or agents.

• Prepare journal vouchers for payments to the consolidator and subcontractors.

• For COD basis, scan a copy of the billing invoice to the consignee and/or broker based on standard destination charges.

• Responsible for accruals and closing of job files.

• The job role may include other reasonable duties or tasks needed from time to time.

KPIs adherence in Operational System

• Constant monitoring while ensuring the proper setting of milestones / status code under 100% Data Quality.

• Meeting of timeframe KPIs for adding new contacts in the Operational system.

• Finance-relating document in operation systems, such as Accounts Receivable and Accounts Payable

• ‘‘In time“ job closing in the operational system.

 Knowledge, Skills, and Attributes

• Knowledge of local and international freight services and customs policies.

• In-depth knowledge of Incoterms.

• Experience in Pricing and Procurement-related topics.

• Familiar with industry-standard programs and able to operate standard systems relevant to the position.

• High level of capability, customer service mindset and data analytical approrach.

• Highly motivated to learn new processes, receive feedback and work independently.

• Minimal supervision to complete tasks.

• Highly trainable, approachable, and professional working attitude.

ob Qualifications:

• Bachelor’s degree in Customs Administration or Logistics/ Transport Management/ Supply Chain or equivalent.

• 3 - 5 years experience in a team leadership position or similar role.

• Extensive knowledge of local and international freight services and customs policies. 

• Familiar with industry-standard programs and able to operate standard systems relevant to the position.

• Excellent negotiation and customer service skills.

• Highly motivated and detail-oriented team player and dedicated to providing high-quality customer service

• Excellent communication skills in English (and local language) both verbal and written.