Logistics Coordinator - Hillebrand Gori SA at DHL

Role and Responsibilities

• Execute export administrative duties and provide back-up assistance to team in accordance with the company’s business policies and procedures to ensure exceptional customer service.
• Receive and enter orders in FLOW (in-house system). Update system timely for transhipments & arrivals.
• Ensure timely shipping is arranged in accordance with customers requested RDS, RDD & mode /equipment type.
• Handle Full set of Shipping Documents.  Check correspondence of BLs, shipping invoices, packing list, COO etc.  Ensure documents are correct and provided on time to clearance agents & customers.
• Coordinate timely import & export customs clearance & deliveries.
• Coordinate with Sales dept. & export offices the timely quotation sent to customer prior shipping.
• Ensure actual invoices from vendors & invoices to customers correspond to quotations. Responsible for costs & invoices booked properly and timely in the Financial Files.
• Maintaining paper file: print file control sheet, keeping copies of shipping docs, orders, quotations, invoices from vendors, invoices to customers, important correspondence.
• For export shipments: researching and planning the most appropriate route for a shipment taking in to account the cost, transit time and security. Obtaining, checking and preparing documentation to meet customs requirements, packing specifications, and compliance with overseas countries' regulations;
• Working closely with customers, Hillebrand export offices and third parties to ensure smooth operations to deadlines;
• Provide excellent customer service.
• Maintaining current knowledge of relevant legislation, Carrier’s route changes, political situations and other factors that could affect the movement of freight
• Shipping documents review: check that data on the shipping invoices, BLs and packing lists are corresponding to each other.

FLOW

• Updating of diary on a daily basis whilst ensuring high quality of data
• Knowledge of levels within FLOW ensuring information is updated timeously and accurately
• Ensuring dates and explanations are correctly entered on Export Status Screen
• Complete message screen to communicate with IHO's

Invoicing

• Knowledge of sales terms and results of its influence on the company
• Production of orderly and accurate file balance sheets
• Production of accurate customer, vender / supplier invoices within agreed 5 day period
• Knowledge of financial aspects including profitability of files for customers within area of responsibility

Shipping Files

• Completion of accurate information on front sections of file
• Maintenance of documentation to be well organised and easily accessible
• Completion of additional information on reverse of file
• Accessibility of copies of correspondence

Documentation

• Knowledge of required documentation for all parties relevant to each order and purpose.
• Production of accurate documents
• Monitoring and control of documents within agreed time frames
• Control and submission of all customs related documents (I.e. DA550 & Acquittals)

Ensure Service Excellence Delivery

• Deliver customer service excellence in a professional way with a friendly style and attitude to meet and exceed customer requirements
• Cultivate and Maintain a friendly and flexible attitude
• Communicate actively with customers and develop deeper understanding of their requirements and provide Customer’s SOP
• Monitor customer-facing KPIs and use to drive improvement
• Ensure product knowledge is high
• Ensure accuracy of all operational and financial data
• Ensure correct use of company tools

Systems

• Flow, Axis, Salesforce, MSOffice
• May be required to undertake additional duties as the need of the business dictates. 
• Tasks as assigned by management

Qualifications and Education Requirements

• Tertiary Level Qualification in related discipline or Freight Forwarding & Customs Compliance
• Department of Agriculture (DALRRD)
• Knowledge of Alcoholic Beverage operations

Preferred Skills

• 3+ years’ relevant experience and expertise in freight forwarding and customs clearing industry
• Alcoholic Beverage Industry Knowledge
• Solid knowledge of shipping paperwork required for import/export/air/road shipments
• Strong knowledge of International Freight Forwarding, FCL/LCL and INCOterms 2010© (2020)
• Ability to work with diverse group of people
• Excellent customer service
• Excellent communication skills
• Hardworking; Disciplined; Fast Learner
• Team Player