JOB SUMMARY Control and manage the total export file from inception to completion. Assist with commercial activities to ensure that the business unit achieves maximum lifting’s and revenue. LIST OF KEY RESULT AREAS Operational Processes Indent Monitoring/Booking Invoicing Quality Control Status Reports Other Responsibilities KEY RESULT AREA PERFORMANCE STANDARDS/INDICATORS Operational Processes Booking Ensure that shipping files are handled in accordance to the various process flows. Assist clients with any queries related to operations and documentary requirements needed to successfully facilitate the shipment. Make an export booking with the preferred Shipping Line. Check costing and booking sheet from sales. Open a shipment file on the system Send booking to customer Monitor orders placed until such time as the goods have been confirmed as loaded on board including getting monitoring stacks and empty releases. Cargo should be tracked till stacked. It is also impetrative to ensure Shipping Instructions are sent to Carrier. On sailing check SOB details and confirm to customer. Check bill draft and get confirmation of bill. Process release and payment for carrier including submission of CDO and Entries. Ensure customer billed and payment made prior to release. Monitor free days from collection to stacked on board. Arrange necessary additional free time. Destination free time must be applied to prior to sailing. Obtain invoices/costs from all the relevant service providers prior to raising the invoice to the client ensuring that the invoices are checked/authorised and sent to accounts for payment. Cross check the costing sheet. It is your responsibility to ensure that the invoices and supporting documents are delivered to the client 3 days after the confirmed shipped on board (airfreight) All invoices must be checked prior to been sent A Quality Check must be performed on the operations file prior to closing ensuring that all the relevant documents are kept on file in accordance with the Customs & Excise Act 91 of 1964, as amended and the VAT Act 89 of 1991, as amended. Ensure that Clients are kept up to date on the progress of their shipments by sending them regular status reports (Monday/Wednesday/Friday) Ensure the highest levels of customer service at all times and attend to client’s queries. Assist sales in obtaining rates from various service providers. In turn also quoting customers directly. Press carriers for rates and charges where applicable. Canvass and assist in marketing when needed. The job also requires a level of pro activity skills in helping the business unit secure business. Other Responsibilities Ensure that creditors invoices relating to the operational file are captured as per the requirements and those queries (where applicable) are addressed. Shipping ledgers to be up to date at any given time with special attention given to potential loss amounts. Ensure that your own work area is kept neat and tidy at all times. Ensure that you adhere to the guidelines set out in your employment contract (timekeeping, internet usage, dress code, etc.) Ensure that status reports and “thank you” notes are sent out as per the requirements. TYPE OF RELATED EXPERIENCE REQUIRED Minimum 5 Years previous shipping experience DURATION OF RELATED EXPERIENCE REQUIRED 5 years OTHER PERSONAL ATTRIBUTES REQUIRED Attention to detail. Focused on customer requirements. Ability to work with people and show leadership ability. Multi task and work under pressure