Sr. Operations Specialist - Reefer Freight Forwarder

The Senior Operations Specialist is responsible for managing and coordinating the end-to-end process of shipping declarations, bookings, and customer communications. This role ensures that all customer requirements are met efficiently and accurately, maintaining high standards of service and operational excellence.

RESPONSIBILITIES

1. Shipping Declaration Management:

• Receive and review Shipping Declarations (SDs) from customers to ensure they are based on valid quotations.
• Consolidate SDs and submit accurate bookings with carriers.
• Ensure timely and accurate communication of bookings and SDs to the Operations team for file opening.

1. Customer Communication:

• Send booking confirmations to customers promptly.
• Obtain and relay instructions from customers to the Trucking and Customs teams as needed.
• Communicate with customers to resolve any issues or missing information, ensuring a high level of customer satisfaction.
• Follow up with customers to ensure they receive and confirm Bills of Lading (BL).

1. Coordination with Operations:

• Ensure the Operations team opens files based on received bookings and SDs.
• Follow up on vessel departures and ensure invoices are issued and customers are notified.
• Coordinate with the Operations team to send release information and ensure customers receive telex releases.

1. Trucking and Customs Coordination:

• Obtain instructions from customers regarding trucking needs and notify the Trucking team.
• Follow up with the Trucking team to ensure timely loading and delivery.
• Obtain instructions from customers for customs clearance and notify the Customs team.
• Communicate with customers to address any missing information or issues related to customs clearance.

1. Final Documentation and Billing:

• Request the final SD from customers and send it to the Operations team if not received.
• Ensure customers receive and confirm the BL.
• Follow up on vessel departures and ensure the Operations team issues invoices and notifies customers.

1. Release and Financial Coordination:

• Follow up on release instructions with customers.
• Check with the Finance team regarding the possibility of release and receive recommendations.
• Send release information to the Operations team and ensure customers receive telex releases.
• Follow up on payment issues for house accounts and ensure timely resolution.