Air Import Operation

Ensure the proper and timely movement of freight and information, while complying with internal and external requirements and providing exceptional operational customer service within the Air Import department.

Responsibilities:

. Handles both Freehand and Nomination accounts

. Freehand: Handles files from activation till billing to customers

. Nomination: Handles files before activation till billing to customers

. Performs all operational activities and ensures smooth day to day operations

. Checks process board

. Acknowledges loads, key in accurate and timely data entry into our operating system (Navisphere) throughout the coordination of shipments

. Informs Commercial Team for Freehand loads appearing in process board for approval

. Ensures House Airway Bill, CI & PL are in our operating system (Navisphere) or sent via email from agents/Commercial Team

. Monitors flight status/arrival

. Monitors cargo arrival with Gateway

. Monitors cargo condition with Gateway

. Informs customers if there are any cargo discrepancies

. Arranges survey with clearance team, prepares documentation

. Arranges urgent clearance with clearance team, prepares payment

. Liaises and coordinates with customers and vendors to arrange for deliveries

. Sends Pre-Alert documents to customers/customers assigned FF

. Prepares, handles and processes/uploads import customs documentation - Commercial documents, authorization letters, and Customs declaration

. Communicates with customers, vendors, warehouse PIC, internal departments, other CHR offices and agents through email, phone, text and in person

. Maintaining communication and control throughout the coordination of shipments

. Handles and resolve issues throughout the coordination of shipments

. For release cargoes, to inform customers or assigned FF to collect cargoes. Send reminders if needed

. Manages billing & payment from FF to release cargo

. Prepares for payment with Finance to collect customers direct shipments from other FF

. Taking photos of cargoes if it is part of shipment requirement/handling

. Handles and manages cargo damage/discrepancies with customers or Commercial Team, Airline, Warehouse and our US Claims Dept

. Ensures cargo are repacked/sorted properly before delivery with Warehouse if it is part of shipment requirement/handling

. Accurate and timely invoicing

. Sends invoices through emails or customers preferred portals

. Follows up on COD transactions and ensures payment are in prior or upon deliveries

. Verification of costs from vendors/CHR offices/agents, upload, and keying in in operating system (Navisphere)

. Execute Customers reports (Daily/Weekly/Monthly)

. Generates GST reports and billing summaries

. Manages GST report from Finance Team

. Maintains compliance standards to internal policies and procedures, operation system (Navisphere), external government regulations and customers requirements

. Meets KPI indicators to support department, branch, product, and company goals

. Responds to requests and emails from customers, CHR offices/agents, internal departments and HOD

. Manages Deferred and Negatives Files Report

. Manages Cross Border Follow up

. Execute Cross Trade Billings and send to Commercial Team

. Procuring costs from vendor for Commercial Team, odd-sized, DG/Perishable cargoes, repacking fees, and manpower fees upon cargo collection

. Ensures prompt response, solicits feedback from customers to improve service

. Handles all complaints/emails/requests on a timely and effective manner

. Attends Meetings & Trainings

. Troubleshoots problems on Navisphere

. Escalation of problems to HOD when necessary

. Contributes to maintaining strong customers and vendors relationship

. Other ad hoc tasks assigned by HOD