Senior Coordinator

2 weeks ago

Qatar Milaha Full time

**Description**

**Key Roles & Responsibilities**

**Order Creation**
1. Create order in Oracle Transport Management (OTM), acknowledge and confirm order to customer to ensure that bookings are made efficiently.

2. Track and trace all shipments (& update customers) & ensure that the system is updated correctly by operations, verify that all document requirements are met (and upload to the system) so that the comprehensive & complete order release can be triggered.

**Shipment Planning**
3. Plan the sell & buy shipment, track & trace all shipments (upload all shipping document to the system) so that the full order is accounted for & executable through to delivery.

4. Validate and check requirements such as credit limit, mismatch between shipping docs and Oracle Transport Management (OTM) (rates, debit notes etc.) to ensure smooth execution and payment of service.

5. Coordinate payment, document collection, Customs Clearance (CCL), and delivery planning with the local teams to ensure smooth execution and payment of service.

6. Consolidate and coordinate the next day’s fleet allocation, customs clearance & weekly fleet allocation with the Land Transport team to ensure land transport has the required information to plan and execute against.

**Shipment Update**
7. Update relevant information such as shipment events, Estimated Time of Arrival (ETA), Estimated Time of Departure (ETD), cost, payment, and shipment documentation, so that all stakeholders have a consistent status update.

Billing and Invoicing

8. Create, approve, and dispatch customer bill and supplier invoice in line with target internal metrics to ensure timely billing & payment (including supporting documents) and optimal cash flow.

**Payment/Collection**
9. Advance the payment collection from the customers, request payment from customer for all shipments (payment collection by operation) to ensure timely payment and optimal cash flow.

Document Release

10. Close and release the file after service is completed, finalizing shipping documents and delivery of shipment to customer to ensure smooth execution and payment of service.

11. Validate and ensure that files are properly administrated, where all costs should be captured and booked to the job, each of these cost items have been recovered from the customer, and that the planned margin (Gross & Net Revenue) are aligned with the actuals.

**Other Support**
12. Execute any other coordination & support activities required to ensure smooth execution and payment of service, such as; send any document to customer upon request (e.g. shipment invoice), organize and follow up on fleet for transportation/custom clearance document release (DO), communicate with customer regarding financial statement of their account, open claims in OTM & communicate the claim process (including invoice disputes) with the customer/operation manager/corporate insurance (in line with the operation incident reports), periodically forward customer satisfaction surveys to the customer.

**Leadership & Supervision**
13. Develop and maintain order management plans for customers, ensuring that key customers are a focus, and service is optimized, set-up accounts for all customers and ensure invoicing is done in line with Company policy and practice, determine appropriate revenue recognition, in order to ensure that an effective service is provided to the customers, and payment is collected.

14. Drive effective follow-up with Logistics Team, overseas agents, shipping lines, airlines, clearing agents, Land Transport Section and Insurance Department on all issues related to routing order shipment delays and insurance claims, to ensure smooth provision of services.

15. Supervise subordinate staff, assign work activities, monitor performance, and review results to maintain and improve service delivery and customer experience.

16. Coach subordinates, identify their training and career development, recommend training courses and follow-up on their personnel records such as timesheets, discipline, vacations, leaves and absenteeism to maintain effective and efficient operations execution.

**Other**
17. Perform other duties as directed, and where trained to do so, to support optimal execution of operational activities

**Qualifications**

**Education & Professional Qualification**:
Diploma in Administration or equivalent

**Professional Experience**:
3-5 years’ experience in freight forwarding/ relevant logistics industry

**Geographic Experience**:
N/A

**Computer Skills**:
Proficiency in MS Excel, reporting and data mining

**Language Skills**:
Business fluent English

**Market/Industry/Functional Knowledge**:

- Achievement Orientation - Undertakes and is results oriented. Takes charge, shows self-motivation and ambition for personal and professional achievements. Has a competitive drive to get things done.
- Analytical Thinking - Analyses problems effectively and solves complex issues. Considers the long-term impact and anti

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