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File Operator

Salary rangeConfidential | Contract type: Permanent

You have 8 days left to apply for this job.

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Job Summary

A global leader in international transport & logistics is searching for a diligent File Operator who will be in charge of processing files by following the file execution steps from file opening to archiving by mobilizing the appropriate resources.
Key Requirements
  • Bachelors degree in Transport & Logistics, or related degree.
  • At least 2 years’ experience in clearing and forwarding
  • Good knowledge of Microsoft Office
  • Proactive and Energectic
  • Excellent communicator
  • Organised
  • Team player
  • Self Starter
  • Problem Solver
  • Ability to work to tight deadlines
  • Ability to push people to a common goal

Responsibilities

Initiate the file
  • Create the file in the business software after receiving instruction from the COM
  • Check all documentation required (TO, B/L, commercial invoices…) and request missing documentation to the client only through the COM
  • Launch the file printing + collection
  • Place documentation in the file folder
  • Update of the ship call date in the business software
  • Creation of cash client in the business software (before COM validation)
Process/Push the file through the different stages
  • Must know at all-time what is the process status of each file within scope
Require actions from each file process protagonist following the SOPs in place:
  • Request Verification/Tally operation to be done & follow the process
  • Require declarant actions once ship’s arrival is known
  • Push for customs invoicing and ensure correct dispatch (after COM validation)
  • Organize/support customs payment procedure (customs clerk)
  • Request & Get the customs delivery order from the customs clerk
  • Issue transport delivery order and give it to delivery clerk
  • Collect proof of delivery
  • Request services invoicing & control it & give it to dispatch after COM validation
Update the business software
  • Update the business software every time a process step is achieved: customs duties & taxes amount, declaration number, transport delivery order, back from delivery.
Check gross margin & disbursements with regards to quotation
  • Check supplier’s invoices in terms of amount and purpose (consistency regarding reference quotation) and perform file allocation before COM validation
  • Check the client invoices and corresponding attachments (announced in the quotation)
  • Check the disbursements of each file (comparison with quotation)
  • Alert/Inform N+1 when significant discrepancy (debit or credit) between disbursements and initial estimation (quotation)
Check documentation
  • Control at each step that all relevant/expected documentation is placed in the file folder (including emails)
  • Check the attachments joined to the invoices to be sent to the client (must correspond to what is expected by the client and defined in the quotation)
Alert/Inform Management
  • Alert management in case of operational issue (significant or not)
  • Inform management of any information relevant regarding our business activity or environment
  • Identify issues raised during operations processing whatever in scope or not

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 2 years
Required languages: English (Spoken: fluent | Written: fluent)
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