Intern, Transport Coordinator (Senai)

Inbound Management (Air Freight / Road Transport):

• Ensure both air and road transportation no., ASN and confi data from vendor is transmitted prior to shipment arrival and delivered to SP TM Operator for custom/ forwarding handling.
• Manual creation of ASN as and when required for both air shipment and road transport when auto transmission of data fails
• Match sea shipment invoice numbers against Avis shipping details from vendors
• Monitor SP TM Coordinator is compiling and processing the shipping details to forwarder in a timely manner for customs declaration
• Sort and organise all sea freight invoices against Avis for Service Provider for declaration purposes and Accounts Department

Outbound Management:

• Liaise with customers on transportation related issues and coordinate with appropriate stakeholders for further actions
• Send outbound flight delay notification to customers
• Rectify outbound documentation errors reported by SP
• Liaise with SP on cargo pick-up timing issues
• Ensure SP are informed on the releasing of shipments
• Report to TM Team Leads of any outstanding cargo or abnormalities

Freight Discrepancy Report and Freight Cost Monitoring:

• Check to rectify and reduce discrepancies in freight estimation
• Debit/Credit Note processing to Customer and Accounts
• Prepare supporting documents (print screen of invoices)

Cost Settlement & Management:

• Highlight and escalate to TM Team Lead on any discrepancies of the costs settlements with SPs and payment parties
• Send e-invoices to SPs and customers for permit declaration and payment purposes
• Prepare Proforma Invoices and Invoices for Customers

Certificate of Origin (C/O) and Letter of Credit (LC) Shipments:

• Support Customs & TM Team Leads on any arrangements required for inspection of cargo and certification submission/preparation
• Support Customs and TM team leads and liaise with SP's TM Operators in any escalated preparation for any CIPL transport related documents
• Support TM team lead and liaise with SP's TM Operators in any escalated shipment booking
• Provide process tracking records of document archive

Customers’ Requirements, Queries and Communication:

• Ensure customers’ queries, feedback and special requirements on transport matters are attended to, and feedback on their shipments are replied within timelines to avoid escalation issues
• Keep to the standard KPIs expectations and excel to win customers’ satisfaction towards TM without compromising on the defined
  processes (i.e: compliance related)
• Convey any announcements on operations (e.g.: change in operating hours, holiday planning) from Authorities, Markets and all relevant
  stakeholders to Team Lead
• Convey Public Holiday Announcements and holiday planning to Markets (i.e.: shipment on hold request from customers)

Reporting & Analysis:

• Compile and check accuracy and thoroughness of the relevant transport reports
• Support on Transportation Tender and departmental ad-hoc projects with data crunching and report analysis
• Keep Team Leads informed of any transportation abnormalities
• Maintenance of records/files (i.e.: email distribution list for announcement to customers and invoices, shipment pre-alert list, sea freight documentation dispatch list, courier shipment contact lists of customers, outbound special customer requirement list)

Education:

• Diploma in Business, Supply Chain Management, Logistics related discipline

Experience:

• Min 1-2 years related working experience in Supply Chain, Transportation or Logistics
• Min 1-2 years in the Aftersales or Parts Logistics business
• Min 1-2 years’ experience in Air and Road transport operations

Soft skills:

• Excellent communication and interpersonal skills
• Strong capability in verbal and written command of English across a geographical dispersed audience

Specific Knowledge:

• Knowledge and understanding of the laws, regulations and guidelines of transporting Dangerous
• Goods via Air, and Road transport across borders and Free Trade Zone Operations
• Added advantage to possess SAP knowledge in TM, ECC, CRM, SCM modules