Operations Controller at Q-Sourcing Servtec Group

DUTIES & RESPONSIBILITIES:

Operations

• Carry out the opening of shipment files including allocating a shipment file number, establish and obtain
• landside and transport rates, 3rd party Service provider costs and quality assure that the rates on the
• shipping line invoice are in accordance with buying rates.
• Receive shipment pre-alert documents and Quality Control (QC) for completeness, correctness, validity and
• any other relevant parameter
• Ensure all documentation including confirmation of the shipment details are obtained and is provided to the
• clearing department and that the consignee has been appropriately notified and status report updated.
• Gather cargo and origination information, buying and selling rates from the relevant office and finalise,
• agree, and arrange the shipping method with the client and international offices.
• Facilitate a responsive turnaround time and internal handover of documents by monitoring cargo arrival
• against the bookings with the shipping lines or Airlines and ensuring order / indent facilitation.
• Monitor and track success of services and nature of failures to ensure continuous development within Operations.
• Custodian of ensuring all shipments are cleared, released and delivered withing stipulated time frames.
• Remain abreast of a variety of geographic landscape to offer informed guidance to clients and stakeholders (internal and external documentation as per customer requirements.
• Coordinate preparation, issuance, transmission & filing of relevant transport documents such as Road
• Consignment Notes, weighbridge receipt and PODs’.
• Reconciliation of delivered shipment i.e.. loaded vs delivered quantities against the shipping documents to identify variances, thereafter, addressing such variances according to set procedures & contract provisions

Operational Finance

• Ensure all accruals for the individual shipments are captured and accurate in the month of the revenue
• recognition of the file. Any demurrage /detention/storage should be accrued for prior to actual invoices
• being received.
• Assist in the timeous and efficient closeout related to shipments by tracking and tracing client shipments
• from indent, to P.O.D. and invoice payment.
• Obtain completed clearing instruction from the client and timeously advise the clearing agent/client to
• forward original bill of landing to handover file to entries for further processing. Controller must verify
• information on BL/ HBL / AWB against the information on Invoice and Packing list and any other supporting
• documents such as permits / certificates prior to submission to Customs clearing team.
• Work towards ensuring invoice to client is similarly aligned to the estimate that was issued before business
• was acquired.
• Ensure all anticipated or forecasted accruals are captured for invoicing purposes noting of the nature of
• shipment and geographic landscape.
• Drive the timeous issuing of invoices to client with the relevant stakeholders (Finance team, GSC etc)

Client Engagement

• Proactively Interact with clients to keep them informed by notifying them of the arrival, clearance, dispatch & loading/offloading of shipments and provide general assistance to Controllers in respect of updating the relevant systems with respective milestones.
• Coordinate shipments end to end and acting as a contact person for the client by updating them throughout
• the product shipment lifecycle.
• Drive client retention by ensuring operational efficiency and excellent communication to client and internal and external stakeholder within Operations.
• Minimize client escalation by addressing all issues client raises and seek support when required from the relevant stakeholder to ensure client satisfaction.
• Offer the client the best solution by working with the product, pricing and procurement team in solution development.
• Establish and develop strongly valued relationships with all carriers, agents and internal and external
• customers with the purpose of increasing confidence in and the reputation of the business driving brand awareness and loyalty.
• Ensure all client queries / complaints are resolved timeously and, in a manner, which satisfies the query / complaint.
• Custodian for ensuring the client KPIs are met and achieved.

Compliance

• Ensure that all activities in the area of responsibility are compliant with company specific regulations and aligned with Global SOPS and Business Rules
• First point of contact for the client on customs queries and work with the subject matter experts in addressing the client queries.
• Work with the customs team and revenue authority office during document compilation to ensure all required documents submitted and compliances are met before shipment arrives.
• Critically engage with the Revenue authority around tariffs and pricing to ensure alignment with in-county legislation and adherence to compliance practices.
• Daily / Monthly / Weekly reporting which include but are not limited to Exception reporting / Unbilled reports/ Volume reports / Status reports/ WIPS and ACCRUALS).

KNOWLEDGE, SKILLS, AND EXPERIENCE:

• Minimum Diploma in Supply Chain, Logistics, Transport Management, Port Operations or equivalent with a minimum experience of 3years.
• Customs Clearance accreditation – is an added advantage.
• Freight Forwarding certificate
• Excellent Communication skills
• Decision–making, problem-solving, creativity
• Analytical skills, attention to detail
• Ability to interact at a high level with clients, senior management, and authorities
• Ability to work in a team environment