DHL Global Forwarding – Logistics Co-Ordinator

LOCATION: Cape Town, Western Cape, South Africa

Job Purpose: Execute export administrative duties and provide backup assistance to the team following the company’s business policies and procedures to ensure exceptional customer service.

Key Tasks and Responsibilities

• Receive and enter orders in FLOW (in-house system). Update system timely for transhipments & arrivals.
• Ensure timely shipping is arranged following customers requested RDS, RDD & mode /equipment type.
• Handle a Full set of Shipping Documents. Check correspondence of BLs, shipping invoices, packing list, COO, etc. Ensure documents are correct and provided on time to clearance agents & customers.
• Coordinate timely import & export customs clearance & deliveries.
• Coordinate with Sales dept. & export offices the timely quotation sent to the customer before shipping.
• Ensure actual invoices from vendors & invoices to customers correspond to quotations. Responsible for costs & invoices booked properly and timely in the Financial Files.
• Maintaining paper files: print file control sheet, keeping copies of shipping docs, orders, quotations, invoices from vendors, invoices to customers, and important correspondence.
• For export shipments: researching and planning the most appropriate route for a shipment taking into account the cost, transit time, and security. Obtaining, checking, and preparing documentation to meet customs requirements, packing specifications, and compliance with overseas countries’ regulations;
• Working closely with customers, Hillebrand export offices, and third parties to ensure smooth operations to deadlines;
• Provide excellent customer service.
• Maintaining current knowledge of relevant legislation, Carrier’s route changes, political situations, and other factors that could affect the movement of freight
• Shipping documents review: check that data on the shipping invoices, BLs, and packing lists are corresponding to each other.

FLOW and Invoicing

• Updating of diary daily whilst ensuring high-quality data
• Knowledge of levels within FLOW ensuring information is updated timeously and accurately
• Ensuring dates and explanations are correctly entered on Export Status Screen
• Complete message screen to communicate with IHO’s
• Knowledge of sales terms and results of their influence on the company
• Production of orderly and accurate file balance sheets
• Production of accurate customer, vendor/supplier invoices within the agreed 5-day period
• Knowledge of financial aspects including profitability of files for customers within the area of responsibility

Shipping Files

• Completion of accurate information on the front sections of a file
• Maintenance of documentation to be well organized and easily accessible
• Completion of additional information on the reverse of the file
• Accessibility of copies of correspondence

Documentation

• Knowledge of required documentation for all parties relevant to each order and purpose.
• Production of accurate documents
• Monitoring and control of documents within agreed time frames
• Control and submission of all customs-related documents (I.e. DA550 & Acquittals)

Ensure Service Excellence Delivery

• Professionally deliver customer service excellence with a friendly style and attitude to meet and exceed customer requirements
• Cultivate and Maintain a friendly and flexible attitude
• Communicate actively with customers and develop a deeper understanding of their requirements and provide Customer’s SOP
• Monitor customer-facing KPIs and use them to drive improvement
• Ensure product knowledge is high
• Ensure the accuracy of all operational and financial data
• Ensure correct use of company tools

Connect to the Customer and Vendor base

Build and maintain good relations with key stakeholders externally and within the office to get the job done. Build excellent relationships with customers, vendors, and trade partners to make it work

Align to and collaborate with other functions and the Hillebrand Network

Actively engage and interact with other departments, functions, and offices to deliver and receive benefits from being part of the global network. Actively engage and collaborate with all departments, and functions within the group network. Contribute to the Group by sharing information, knowledge, best practice, talent, and expertise. Communicate information and share insights between Operations executives and other functions (Sales, Finance, Technical) within the office

Qualifications, Education Requirements and Skills

Tertiary Level Qualification in a related discipline or Freight Forwarding & Customs Compliance. Department of Agriculture (DALRRD). Knowledge of Alcoholic Beverage operations

Preferred Skills:

• 3+ years’ relevant experience and expertise in the freight forwarding and customs clearing industry
• Alcoholic Beverage Industry Knowledge
• Solid knowledge of shipping paperwork required for import/export/air/road shipments
• Strong knowledge of International Freight Forwarding, FCL/LCL, and INCO terms 2010© (2020)
• Ability to work with diverse groups of people
• Excellent customer service
• Excellent communication skills
• Hardworking; Disciplined; Fast Learner
• Team Player

APPLY ONLINE HERE