Job Purpose

The purpose of this job is to make sure the customers are well treated, and calls are answered properly. And also, to coordinate with dispatch and logistic team that the cargo has dispatched, and relevant documents are generated.

Duties and Responsibilities

Responsible and accountable for arranging freight services for customers upon receiving inquiry/ from concern sales person by contacting freight forwarder/shipping lines in timely manner. Upon getting freight cost from forwarders/shipping line forwarding the same to concern person/customer for approval. Once the approval is received container booking request has to be issued to forwarder/shipping lines for the release of CRO/trailers.

Make sure that gross weight of the goods are accurate as per DO mentioned and calculate the net weight.

Responsible for accurate entry of shipping instructions and forwarding it to concern and selected forwarder.

Make sure once the BL draft received each and every information prior given are accurate as per the shipper and consignee requirements and the DO. And also make sure it is sent along with packing list to the concern and sales person and the customer for final approval and the confirming to forwarders.

Follow up on OBL (Original Bill of Lading). Upon receiving immediately it should be handover to accounts department with receiving signatures.

Ensure that freight charges invoice once received, relevant supporting documents should be attached for payment process and handover to accounts on same day.

Responsible for making separate file for each customer including complete documentation. i.e (BL, CRO, Invoice, Packing list, DO).

Collaborate with staff, other departments, senior management, and decision makers to share information, problem solve, and to clarify management objectives.

Receive, direct and relay telephone messages and fax messages.

Pick up deliver the mail.

Assist in planning and preparations of meetings and conferences.

Maintain an adequate inventory of the office supplies.

Respond to public inquires.

Provide word-processing and secretarial support.

Answer all incomings and inquiries if possible if not direct to sales manager.

Make sure reception area is clean and tidy.

Responsible for arranging hotel booking for guest as per line manager requests.

Responsible for courier activities

Work and communicate with all the department with pleasant and positive manner.

Perform other tasks as needed and requested by the line manager.

Qualifications

Bachelor\xe2\x80\x99s Degree in Business or Logistic/Supply Chain Management with at least 1-2 years of logistic/supply chain environment in a coordination position.

Master\xe2\x80\x99s Degree is preferred but or not a must.

Training certificates related to logistics/supply chain/transportation or any related.

Knowledge Skills and Abilities

Detailed knowledge of management systems, health and safety regulations, public safety and security, customer and personal service, transportation principles and methods and production and processing, material handling, administration and management supply chain.

Fluency in Business English communication skills in both oral and written with the ability to communicate confidently and effectively to all level in the organization.

Moderate MS Office Application skills.

Advance business management skills.

Advance negotiation skills.

Advance time management skills with the ability to prioritize work.

Ability to work well with diverse range of people both with and outside of the organization.

Ability to treat others in a respectful and supportive manner.

Ability to troubleshoot simple to complex problems using own initiative or as part of the team.

Ability to complete assignments with attention to detail and high degree of accuracy.

Working Conditions

The nature of the job is sedentary in nature. However, occasional exposure to environmental conditions such as heat, cold, temperature changes, industrial noise is required.

Physical Requirements

Some standing, walking, moving, carrying, bending, kneeling, reaching, handling, pushing, and pulling.

Typically, there is no heavy lifting required.

Other Conditions

Nil

Level of Authority

Ni

Legal Terms

The following terms shall constitute an integral part for the offer of Employment with German Mirror:

The Employee acknowledges that by reason of his/her employment by and service to German Mirror, he/she has had and will continue to have, access to confidential information of German Mirror and its affiliates, including, without limitation, information about personal matters or information which German Mirror claims as confidential, information and knowledge pertaining to products, designs, ideas, plans, trade secrets, proprietary information, sales and profits figures, customer and client lists, confidential information received from customers, suppliers, agents principals, partners, co-ventures and other parties contracting with German Mirror and its affiliates and relationships with agents, representatives, customers, clients, suppliers and others with whom German Mirror or its affiliates have had or will have business dealing.

Employee acknowledges that such Confidential Information is a valuable and unique asset of German Mirror and covenants that he/she will not, either during or after the term of this Agreement, disclose any such confidential information to any person for any reason whatsoever (except as his/her duties as an Employee of German Mirror requires) unless such information is of public knowledge through no fault of Employee or except as may be required by law.

Employee warrants to German Mirror that he/she is not subject or a party to any employment agreement, Partnership, non\xe2\x80\x93competition covenant, non-disclosure agreement or any similar agreement, covenant, understanding, restriction or order that would prohibit or significantly restricts Employee from executing this Agreement or performing his/her duties and responsibilities hereunder, Employee shall promptly advise German Mirror if any agreement, covenant, understanding, restriction or order that would in any manner, directly or indirectly, limit or affect the duties and responsibilities that may now or in the future be assigned to Employee by German Mirror or the scope of assistance that he/she may now or in the future provide to German Mirror or its affiliates.

The Employee acknowledges that all files, customer records, lists, books, records, literature, software, products and work products developed by the Employee in the course of his/her employment with German Mirror, and other materials or property such as but limited to equipment, tool, computer, laptop, mobile

phones, cars which are owned by German Mirror or used by German Mirror in connection with the conduct of business by German Mirror shall at all times remain the sole property of German Mirror, and the Employee agrees that upon request and upon termination of the Employee\xe2\x80\x99s employment hereunder, howsoever arising, the Employee shall surrender to German Mirror all such files, customer records, lists, books, records, literature, products, software, work products, and any copies thereof and all other property belonging to German Mirror

The Employer reserves the right to search employees or any of their property held on the Employer\xe2\x80\x99s premises, at any time.

If the Employee refuses to comply with the Employer\xe2\x80\x99s Search Procedure, such refusal will normally be treated as amounting to gross misconduct and will entitle the Employer to take disciplinary action including dismissal.

Employee shall take no action in the performance of his duties and responsibilities hereunder that would subject either German Mirror or Employer to liability or penalty under any laws, regulations, decrees of any relevant government authority.

Employee agrees that he/she shall request, receive or accept or agree to receive or accept in the future, directly or indirectly, any payments, loans or other consideration or benefit from German Mirror\xe2\x80\x99s Clientele doing business or seeking to do business with German Mirror.

Employee shall not perform, for any personal gain, services to any individual public or private company or government, as Employee, consultant or in any other capacity which promises compensation of any kind unless the fact of such transaction or contract are disclosed in good faith and German Mirror authorizes such transaction or contracts.

SAFETY AND ENVIRONMENTAL:

Follow emergency procedures during emergencies and ensure department level compliance.

To communicate safety non-compliance to the appointed HSE officer.

Quality

Represent the Logistic and Custom team in the management meeting if required.

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