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
- 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.
- 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).
- 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.
- 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.
- 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.
- 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.
