Logistics Administrator - Kempton Park at Bidvest International Logistics

Job Purpose    

To provide operational support and facilitation in the process flow of cargo from the time that an Import pre-alert / Export order is available, until the goods are delivered to the Importer / Exporter.  To ensure that all operations files and shipments, reports, processing and filing of documents for all operations are done in accordance with the KPI's and BIL Standard Operating Procedures. Updating of statistics and reports. Auditing and verification of shipments documentation in accordance with SOP. Monitoring &  Reporting of shipments and deviations. Assist Supervisor and Manager as required.

Qualifications & Experience    

Qualifications:

• Grade 12
• Certificate / Diploma in Logistics / Relevant tertiary qualification would be advantageous, ie Degree or FIATA diploma
• Computer literate - MS Excel, Word, Power Point, Outlook, CargoWise, (In house FCSD system Panda to be trained).

Experience:

• Minimum of 5years experience in the industry in handling Airfreight/Seafreight Import/Export.
• Import / Export Clearing and Forwarding operations, procedures and requirements
• Customer Liaison and strong customer focus
• Accurate Data capturing, statistics and reporting
• Understanding of query analysis and root cause analysis
• SHERQ and ISO Safety, Health, Environmental aspects of good warehousing practices.

Key Responsibilities of this role:

• Customer Satisfaction:
• Quick and accurate response to customers queries
• Supervising of KPI's of the operation
• Ensure all SOP's are in support of customer expectations and also focussed on minimising risk.

Operations:

• Facilitation and generation of documentation required in the process flow, ie bookings, SARS clearances, transportation, NPA & Carriers requirements etc for cargo from the time that an Import pre-alert / Export order is available, until the goods are delivered to the Importer / Exporter using various systems and also manula processes as applicable.
• Accurate Data capturing of shipments for reporting.
• Assist Supervisor & Manager with operations optimization through constructive inputs.
• Assist with determining and Implementation of appropriate Corrective Actions of root cause and audit trail analysis.
• Ensuring adherence to SHE standards as well as QMS and company policies.
• Register files for exports and other areas accurately as required.
• Encourage continuous improvement of service. 
• Ensure compliance to good hygiene and housekeeping disciplines within all areas under responsibility.
• Ensure that the department aligns itself to the BIL corporate framework and that all signage and uniforms uphold the image of BIL.  Correct PPE worn.
• Monitor and maintain discipline in all areas of responsibility.
• Conducting of regular process audits and reporting of deviations.

Reporting:

• Daily, Weekly and Monthly measurement and reporting of KPI Achievement and deviations. 
• Ensure on time submission of daily/  weekly and monthly reports.

Main activities of this role:

• General administration and finance administration.
• Ensure processes and procedures are in line with the SOP, KPI and QMS for export and import shipments, for air, sea and road as required.
• Daily liason with Client, Dealers, Customs, BIL staff etc as required and respectfully holding BIL values high.
• Co-ordinate bookings, documentation, collections, deliveries with other Freight Forwarders.
• Responsible for handling queries related to shipments
• Updating of reports in accordance with operation SOP. Reporting on operations, documentation and processes as required. 
• Filing of all operational documentation daily as per QMS procedure. All documentation is treated as important and filed neatly and correctly.
• Checking accuracy of all daily shipments executed according to KPI specifications.
• Ensuring that all shipments are completed and accurate inline with KPI specification.
• Ensuring that all variances are communicated and reported to Management.

Skills & Competencies    

• Planning and organisational skills, good multi-tasking skills.
• Time Management essential with adherance to strict handover deadlines of KPI's.
• High level of attention to detail and accuracy.
• Ability to handle stress and to work under pressure and overtime (when required).  Work proactive where possible.
• Computer literate - MS Excel, Word, Outlook.
• Good verbal and written articulation of English.
• Good customer service and communication skills.

Knowledge:

• Processing of Import/Export cargo for Airfreight/Seafreight, process to be aligned in accordance with Client requirements, SOP,KPI and SLA, Applicant will be groomed to in time assist with roadfreight ( Local & Over-Border).
• Clear understanding of INCO Terms.
• Basic Dangerous Goods Knowledge.
• Basic knowledge of customs and border regulations, initiative to investigate new procedures as required.
• Basic knowledge of various countries import and export regulations, initiative to investigate new procedures as required.
• Tracking documentation flow from time of shipment to receipt of cargo, providing feedback to clients.
• Obtain master/house transport bookings, documentation information from relevant carriers / freight forwarders.
• Track cargo and update clients with ETA's / ETD's.
• Handle client queries and provide value added solutions.
• Ensure that disbursements are recorded and recovered.
• Initiate investigations and log claims in respect of lost, damaged or discrepant cargo.
• General administration and finance administration.
• Reporting & Statistics.
• Safety, Health and Environmental aspects of good practices.