JOB DETAILS:

Mission Description                      

1. JOB PURPOSE & MAIN MISSIONS:

• Serve as the file owner from initiation to archiving.
• Drive execution of each file by coordinating and mobilizing the appropriate internal and external resources.

• Ensure end-to-end file lifecycle management in alignment with internal SOPs and client expectations.

2. POSITION IN THE ORGANIZATION CHART

Reports directly to the Client Operations Manager.
• Initiate the file :
 Create the file in the business software after receiving instructions from the COM
 Check all documentation required (TO, B/L, commercial invoices...) and request missing documentation to the client only through the COM
 Launch the file printing and collection
 Place documentation in the file folder
 Update of the ship call date in the business software
 Creation of cash clients in the business software (before COM validation)

• Process/Push the file through the different stages
 Must know at all-time what is the process status of each file within the scope
 Require actions from each file process protagonist following the SOPs in place:
Request Verification/Tally operation to be done & follow the process
Require declarant actions once the ship's arrival is known
Push for customs invoicing and ensure correct dispatch (after COM validation)
Organize/support customs payment procedure (customs clerk)
Request & Get the customs delivery order from the customs clerk
Issue transport delivery order and give it to the delivery clerk
Collect proof of delivery
Request services invoicing & control it & give it to dispatch after COM validation

• Update the business software
 Update the business software every time a process step is achieved: customs duties & taxes amount, declaration number, transport delivery order, back from delivery...

• Check gross margin & disbursements about quotation
 Check supplier's invoices in terms of amount and purpose (consistency regarding reference quotation) and perform file allocation before COM validation
 Check the client invoices and corresponding attachments (announced in the quotation)
 Check the disbursements of each file (comparison with the quotation)
 Alert/Inform N+1 when significant discrepancy (debit or credit) between disbursements and initial estimation (quotation)

• Documentation Management
 Control at each step that all relevant/expected documentation is placed in the file folder (including emails)
 Check the attachments joined to the invoices to be sent to the client (must correspond to what is expected by the client and defined in the quotation)

• Reporting & Escalation
 Alert management in case of operational issues (significant or not)
 Inform management of any information relevant to our business activity or environment
 Identify issues raised during operations processing whether in scope or not

Profile

6. PERFORMANCE TARGETS
• 100% target on Quality-of-service KPI (including Client's KPI)

7. PERSONAL QUALITIES REQUIRED

• Organised
• Team player
• Self Starter
• Problem Solver
• Ability to work to tight deadlines

• Ability to push people to a common goal.

8. REQUIRED SKILLS
• Minimum of a Degree in Logistics, Supply Chain, Business Administration, or related field.
• At least 2 years of experience in clearing and forwarding operations.
• Proven experience (minimum 2 years) in customer service or client-facing role, preferably in logistics or freight forwarding.
• Proficient in Microsoft Office Suite
• Comfortable with professional email communication
• Excellent verbal and written communication skills

9. TOOLS

• Business software (SPOT, Pegasus, Way)
• Standard Operating Procedures