Operations Assistant, Sea Freight, Export Operations, Singapore

Purpose of Position

Provide a pro-active and comprehensive service to the customer in all aspects of export and ocean freight forwarding services provided by DSV Air & Sea.

Key Tasks

• Registration of shipments into the forwarding system CW1 on time and accurately

• Update all systems- internal/ external with shipment data

• Creation of Ocean Freight forwarding documents, e.g. verify copy HBL, Finalized House Bill of Lading (HBL),Cartage Advice etc.

• Ensure all security arrangements and procedures are met

• Verification of the completeness and accuracy of all forwarding documents

• Ensure all dangerous goods/hazardous cargo documents are in place and procedures are met

• Obtain dangerous goods approval from carrier where necessary

• Work and Monitor Permit Declaration activity with permit declaration vendor

• Coordination of customer booking requests at origin and destination (call forward)

• Timely follow up/coordinate/communicate shipment information with stakeholders (ie subcontractors, shipping lines, shipping agents, freight forwarders, customers and overseas offices).

• Correspond and follow up on emails.

• Follow cargo/shipment irregularity handling procedures

• Escalation of all impediments to processing to direct reporting manager.

• Adherence to customer specific SOPs.

• Communicate all cargo related incidents to customer service/ external brokerage house (short shipment, damages, misrouted, missed vessel)

• Adherence to Global standard processes /procedures and to Corporate Standard & Governance policies.

• Participate in company projects and initiatives as required

• Initiate and follow up on cargo and insurance claims with customers/surveyors and other DSV offices on damaged or missing cargo

• Engage and initiate discussion with local and regional procurement on rates and space

• Backup for the other team members as when necessary

• Sorting and uploading of documents into e-Doc.

• Maintain accountability and accuracy for updating and meeting deadlines for monthly reports required by customers

• Verify vendor/intercompany invoices and raise disputes for incorrect invoices

• Ensure shipment costs are updated correctly in CW1

• Ensure timely invoicing of shipment as per company KPI

• Handle invoice disputes or queries in a timely manner

• Monitor and update respective sale personnel on the validity date of all customers’ quotations

• Any other job-related tasks as assigned by the superior.

• Adherence to the Code of Conduct policy of the DSV Group

Competencies

• Functional know-how in Customer ServiceExports

• Operational know-how (Document Processing Ocean)

• Operational Understanding (CustomsClearance)

• Understanding of DSV Export / Import Products

• Understanding of legal/regulatory/statutory environment

• Business acumen

• Microsoft Office

Experience & Education

• With at least 1 years of working experience in a similar position in Freight Forwarding, Field Operations, Consolidation Planning and Scheduling

• Intermediate to advanced MSO applications