Lead Operations team

• Supervise, lead and coach operations team to ensure to provide good service to customers and business partners.
• Act as a buddy to train new staff.
• Organize and distribute workload to team, ensure all team members have balance workload & in charge of team engagement.
• To build the strong team and develop a positive relationship among team members.
• Take the lead in implementing new customers, new agents, SOP & change if any.
• Oversee compliance with applicable regulations, other government, industry requirements and filings and company standards.
• Check and remind team to do all important filing (AMS, ACI, ISF, NRA…) correctly and timely.
• To closely focus on the achievement of targets (KPI’s) as set by the organization (continuous improvement).
• Provide solution for any operational issues. Investigate root cause analysis for any problem and propose corrective action plan.
• Have back up plan for all staffs to avoid interruption if any staffs are on long leave or suddenly off due to unexpected situation, also can support each other to share workload.
• Take any other tasks which are assigned by Manager when required.

Handling bookings, inquiries

• ·Receive booking details from shippers and send to controlling parties to get instruction. If receiving instruction from controlling party first, then contact shippers for cargo status and update back to controlling party.
• Create quick booking details in CW1 within one working day after completing booking form is received.
• Get booking confirmation with carriers/co-loaders as per controlling party’s instruction.
• Send booking confirmation to shippers for their cargo export arrangement.
• Follow up with shippers if they can export cargo as plan. If any change must inform controlling party to get approval for new schedule.
• Tracing the routing of each shipment on carriers’ website, if any change with intended schedule, must double check with carriers. Try to request carriers to protect space as initial schedule. Informing concerned parties (document team, destination office, shippers, salesman, etc…) for changing schedule, also re-update the change in CW1.
• Send rolling report to PIC if any.
• Upload shipper’s booking request form, carriers/co-loaders’ booking confirmation and related documents into CW1.
• If any shipments under EXW, DDU(DAP), DDP term, make sure to provide necessary documents to logistics PIC or vendors to pick up cargo and make customs clearance to catch closing time as instruction.
• Create new organization in CW1, update client tariff.
• Coordinate with teammates and other departments (Sales, FIN, LOGS, Seamaster…) to ensure that all business could be handled smoothly.
• Solving the unforeseen problem (if any).

Handling documents, inquiries

• Contact with shipper to receive shipping instruction.
• Issue draft House bill of Lading and proforma invoice to shipper
• Submit shipping instruction, VGM to carrier / co-loader before deadline
• Filing AMS, ACI, ISF at least 3days before direct vessel or mother vessel depart loading port. Follow up status to solve any mismatch timely to avoid huge penalty.
• Receive master B/L from carrier/ co-loader and checking.
• Contact with shipper to get commercial invoice + packing list + C/O if required.
• Get invoice from carriers, co-loaders, vendors, print out to get approval for payment, pass hard copy to finance team to make payment. Make sure to arrange payment timely to get SWB, telex release before vessel arrive and payment deadline of carrier to avoid late payment or demurrage.
• Send AP invoices to CoE team by email for posting
• Finish billing in CW1 and complete job ATD + 3days.
• Get SWB or Surrender B/L from carrier/ co-loader and save in edocs/CW1
• Issuing Original HB/L or Surrendered HB/L to customers against their payment. Then keep overseas office/agents informed the status.
• Send pre-alert to agents ATD + 3days (if required)
• Tracing shipment with carriers and inform agents/overseas office if any changes with intended schedule.