Assistant Operation Controller (m/f)

Duties

• Opening/Closing of (physical) document shipment files. All relevant cargo documentation including a copy of the job costing to be available on the physical file prior to any file being considered closed. The documentation checklist to be fixed on each file and checked accordingly is indispensable
• Opening of file on freight forwarding system in use in the company
• Ensuring, with the assistance of the forwarding agent, that that relevant and accurate documentation has been received from the client , prior to submitting to customs for clearance purposes
• The DU management, in other words ensuring that the DU for each individual file your handle is received on time from the forwarding agent will be one of your core responsibilities
• Ensure that invoices for complete job files/shipments are:
• Invoiced on time
• Invoiced correctly
• Delivered to client on time
• Coordinate with the Admin Supervisor/Clerk the dispatching of invoices and any other documented material to clients and ensuring records of the POD’s for delivered invoices and documented material for your respectively clients are properly archived. The responsibility is on the controller to guide and provide the admin clerk with the necessary tools so as to attain and maintain the service levels expected by you/your customer. Always bear in mind that the Ops Admin Clerk is merely a suppose function only

Communication

• Your full engagement with the customer and the meeting and/or excelling their service level requirements should your no.1 priority, focus and goal. You are expected to always portray the highest level of professionalism whenever interacting with the customer by always applying correct and professional written (e-mail) and spoken (phone or in person) etiquette
• Ensure that daily tracking updates (per customer) are sent out as per customer’s requirements, giving the customer full visibility of stages of their shipments are undergoing. Urgent and sensitive matters/communication to be followed up to the customer with a phone call. Customer is this instance to include our network partners as well
• Openly discuss with the Operations Manager on the day to day activities and concerns requiring escalation.
• Ensuring that you have fully grasped and understood the client implementation process for the client’s allocated to you e.g. specific requirements, rates, SOP, payment terms. IF NOT SURE, PLEASE ASK YOUR IMMEDIATE SUPERIOR
• Consider the liaison function with the forwarding agent as WIP (work in progress).i.e. you are expected to always maintain close contact with the forwarding agent so as to be fully aware of the exact status of any particular shipment ant any given moment
• Maintain close and open dialogue with the accounts AP and AR, with emphasis on feeding on the AR projection of funds expected from customer, and the AP on payments to primary vendors such as customs, the port(MPDC/DPWorld), Kudumba,GT, MAHS, Aeroportos de Mozambique and STM
• Engage with secondary vendors, particularly transporters for collection/delivery of shipments, and relay your assessment of vendor performance to the Operations Manager

Requisites

• Metric or Equivalent (12) minimum
• Minimum 1 year of experience in a similar role
• Fluent in Portuguese (Written/Spoken)
• Good Knowledge of English (Written/Spoken)

Notes

• Only shortlisted applicants will be contacted