Role Summary
Reporting to the Shipping Manager, the Senior Shipping Coordinator is one of the key links between all divisions with regards to all Shipping / Customs / Import / Export matters in the supply chain. The Senior Coordinator effectively drives and assists all departments and divisions in their operation, as a first line for escalations, personally and/or through subordinates.
Accountabilities / Key Performance Areas
- Supervising the import, export, and customs-related aspects within the department by ensuring that best practices are applied when import, export, and customs-related files are opened and services provided to external and internal customers are done in the most professional manner.
- Ensure compliance in all aspects of SARS and Customs-related issues, ensuring that you and your department apply the latest regulations and rules applied by the ACT, being fully inline with continued customs-related changes within the ACT.
- Monthly guidance of deferment account, for the shipping clerks SARS entry and compliance, agents input accuracy and compliance.
Customs Responsibilities (but not limited to)
- Supervising and ensuring best practices in customs and ensuring full compliance at all times.
- Ensuring full operational and functional practices and effective execution and delivery of all export-related requests.
- Ensuring customer satisfaction and being up to date and in control of the entire export and customs-related entities of the Shipping Department.
Inbound Shipments
- Ensure all pre-alerts are framed, file opened, record and reflect on detail, i.e., packing list, weight and pieces, all legal documents are filed, pending arrival.
- Ensure pre-alerts are captured, rates are verified, urgency confirmed, Incoterms are correct and in line with the billing of the freight, record all information and react to all anomalies.
- Provide agents with clearing instructions and supporting documents prior to the arrival of ship or aircraft.
- Where required, obtain quotations from agents, ensure all rates and costs conform to agreed Incoterms.
- Obtain transport quotes screened on the most cost-effective basis, accept issue purchase orders and forward to the Shipping Manager for approval.
- Monitor and ensure all shipments are received in full and on time, with no discrepancies recorded.
- Ensure all discrepancies are recorded, investigated, and reported, submit any potential claims in time as per claims procedure and ensure finalization and settlement of claims.
- Ensure all agent invoices are received prior to month-end closure.
- Ensure accuracy of invoice rates as agreed, submit queries if anomalies are identified and follow up to ensure finalization within the same period.
- Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise Act.
- Ensure prompt monthly closure and submission of all documents into scanned folder.
- Ensure all invoices ready for payment are forwarded to Accounts prior to cut-off date.
Export Shipments
- Ensure all pre-alerts are framed, file opened, record and reflect on detail, i.e., packing list, weight and pieces, all legal documents are filed, pending arrival.
- Ensure agents pre-alert gets captured, verify rates, urgency, Incoterms, record and react to all anomalies.
- Provide agents with clearing instructions and supporting documents prior to the arrival of ship or aircraft.
- Where required, obtain quotations from agents, ensure all rates and costs conform to agreed Incoterms.
- Obtain transport quotes screened on the most cost-effective basis, accept and approve.
- Monitor and ensure all shipments are received in full and on time, with no discrepancies recorded.
- Ensure all discrepancies are recorded, investigated, and reported, submit any potential claims in time and credit recorded discrepancies.
- Ensure all agent invoices are received prior to month-end closure.
- Ensure accuracy of invoice rates as agreed.
- Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise Act.
- Ensure prompt monthly closure and submission of all filed entries.
Outbound Shipments
- Ensure export instructions are framed, file opened, record and reflect on detail, i.e., packing list, weight and pieces, all legal documents are filed, pending export.
- Apply for ITAC export permits.
- Provide agents with clearing instructions and supporting documents prior to collection.
- Where required, obtain quotations from agents, ensure all rates and costs conform to agreed export agreements and Incoterms.
- Obtain transport quotes screened on the most cost-effective basis, accept and approve.
- Monitor and ensure all shipments are exported in full and on time, with no discrepancies recorded.
- Ensure all discrepancies are recorded, investigated, and reported, submit any potential claims in time and credit recorded discrepancies.
- Ensure all agent invoices are received prior to month-end closure.
- Ensure accuracy of invoice rates as agreed.
- Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise Act.
- Ensure prompt monthly closure and submission of all filed entries.
Transport
- Replenishment orders to be issued immediately on request.
- Ensure transport arrangements are made without delay, and delivery takes place in time.
- Ensure all quotes are requested in advance and forwarded to Shipping Manager for approval.
- Load orders and forward for approval.
- Forward and commit approved order to contractor.
- Follow up and ensure delivery.
- Ensure all customer needs are met.
SARS And Customs
- Ensure all Customs rules are applied and complied with at all times.
- Ensure all filed entries are captured in accordance with the ACT.
- Ensure all discrepancies are recorded, reflected on, investigated and confirm VOC corrective action.
- Ensure all customer and/or agent entries are recorded correctly and applied and entered on Company deferment account, applying all Customs rules.
- Ensure all entries are framed and invoiced correctly prior to month-end, forwarded to accounts for monthly closure.
- Serve as liaison with all internal and external partners for daily operational activities.
- Track, analyze and communicate key performance metrics.
- Assist Shipping Manager in all logistics operations and support across all distribution channels.
Seniority Level
Mid-Senior level
Employment Type
Full-time
Job Function
Management and Manufacturing
Industries
Machinery Manufacturing
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