Operations Controller

3 weeks ago

Cape Town, South Africa Code Red Recruitment Full time
Purpose:
The effective handling and management of export functions in the air and sea freight department.

Requirements:

Knowledge & Experience:
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

Skills:
Conceptual, analytical, numeracy
Query Resolution
Communication
Time management
People Skills
Ability to work under stress
Attention to detail
Exceptional communication skills (written and verbal)

Attributes:
Adaptability: Adjusting effectively to work with new structures, processes and requirements
Contributing to team success: Actively participating as a member of a team to move the team towards completing a goal
Customer focus: Develop and sustain productive internal & external customer relationships
Follow up: Monitoring the results of assignments
Communication: Setting up ongoing procedures to collect and review information needed to manage activities
Managing work: Effectively managing one’s time and resources to ensure that work is completed efficiently (includes time management)
Stress tolerance: Maintaining stable performance under pressure or opposition
Work standards: Assuming responsibility and accountability for successful completing assignments or tasks

Training:
Induction
Quality Training
Duties And Accountabilities:

Operations:
Responsible for delivering an excellent Ocean and Air Freight Service to clients (internal / external) by adhering to client’s instructions / needs
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
Keep clients (internal / external informed at all times)
Create / compile estimates according to client & agent requirements for all transport modes both imports and exports where required

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 operational costs
Manage and control all shipping line / airline / transport invoices and reconciliations thereof
Manage all WIP’s and Accruals

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

Queries:
Resolve any query pertaining to a client in your portfolio speedily

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

General / Other:
Responsible for other jobs as may be delegated by the company

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

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