Air Freight Operations Coordinator supporting Import Air at Toll Group. Focuses on accurate documentation, coordination, and regulatory adherence for efficient service delivery.
About the role
- Seafreight Operations Specialist at Hellmann maintaining logistics efficiency and accuracy through support. Handling shipment communications, compliance, and customer service.
Responsibilities
- Responsible for all shipment-level communication between Hellmann and all customers, carriers and vendors (i.e. delays, shipment status inquiries, arrival notices, billing, etc.)
- Escalates all recurring carrier / vendor service issues to Supervisor
- Maintains service relations with customers, carriers, vendors, and other Hellmann offices
- Responsible to ensure compliance with all applicable internal and external standard operating procedures and regulatory requirements
- Consults with supervisor prior to agreeing to non-standard services and/or pricing
- Ensures that customers are properly setup and maintained in company systems (i.e. POA, credit application, customer billing profiles…etc.)
- Ensures that customer standard operating procedures (CSOPs) are developed and maintained in conjunction with Account Management and Sales
- Processes shipments in compliance with company standard operating procedures, while complying with customer and regulatory requirements (i.e. Hellmann policies, OBL, Letter of Credit, Cert. of Origin…etc.)
- Performs credit check prior to arranging transportation
- Submits insurance purchase requests, upon request
- Verifies and confirms any additional charges incurred (i.e. driver waiting time, demurrage, detention…etc.)
- Promptly communicates all additional charges incurred to the customer to prevent disputed invoices
- Responsible to obtain / retrieve the Arrival Notice from the carrier
- Creates Broker Arrival Notice and passes to HWL Trade Services or Outside Broker within KPI
- Dispatches all Hellmann arranged deliveries or communicates necessary information to carrier / consignee for all non-Hellmann arranged deliveries
- Sends Customer Arrival Notice
- Collaborates with Trade Services to arrange inspections, when required
- Ensures carrier and CFS are paid and have all required documentation to ensure timely availability / release of freight
- Enters and updates all required milestone tracking events within area of responsibility
- Performs other duties as assigned
Requirements
- Associate’s Degree (A.A.) from a two-year college or equivalent work experience or equivalent combination of education and work experience will be considered in lieu of educational requirement
- High School Diploma or GED
- One to three years of previous experience in freight forwarding industry preferred
- Completion of any industry related course is an asset
- Organizational skills
- Time management and prioritization
- Customer-focused
- Adaptable / flexible to high-pressured environment
- Interpersonal skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Email, and Internet
- Proficient in world geography, shipping documentation, and Incoterms preferred
- Proficient written and verbal communication skills in English
- Ability to calculate figures and amounts such as freight rates, discounts, and other percentages
Benefits
- competitive health and welfare programs
- retirement savings plan
- opportunities for tuition assistance
- incentive compensation for eligible positions
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