Project Specialist, Operations

Job Description:

1. Operational Execution (Air, Sea, Road, Warehousing)

- Shipping Coordination: Manage and execute shipments across all modes of transportation (air, sea, road) to ensure smooth and timely delivery.
- Warehousing Operations: Oversee warehousing functions, ensuring efficient storage, retrieval, and dispatch of goods. Ensure all operations comply with relevant safety and quality standards.
- Transportation Scheduling & Routing: Plan and coordinate optimal transportation routes and schedules to minimize delays and reduce costs.
- Customs Clearance & Documentation: Ensure compliance with all necessary customs regulations and documentation for international shipments. Liaise with customs authorities and freight forwarders to ensure smooth clearance.
- Shipment Tracking: Monitor shipments in transit, ensuring that all goods are delivered on time and addressing any issues or delays promptly.

2. Costing & Invoicing

- Costing Management: Develop accurate project costings for air, sea, and road transportation as well as warehousing services. Ensure that project costs are closely monitored and kept within budget.
- Invoice Management: Prepare and issue invoices to clients based on completed shipments, warehousing services, and other logistics operations. Ensure that invoices are accurate, complete, and issued on time.
- Cost Control: Regularly review costs for transportation and warehousing services, ensuring that all services provided are cost-effective and efficient. Implement cost-saving measures where possible without compromising service quality.
- Billing Discrepancies: Address any discrepancies in billing or invoicing by coordinating with finance, customers, and vendors to resolve issues promptly.

3. Job Closing & Reporting

- Job Closing: Ensure the successful closure of all logistics jobs, including finalizing invoices, resolving any outstanding operational issues, and completing all project documentation.
- Progress Reporting: Regularly update senior management on the status of all jobs, highlighting any challenges or delays, and ensuring projects are progressing according to schedule.
- Job Completion Reports: Prepare detailed reports for job closure, ensuring all aspects of the project are accounted for, and any outstanding issues are documented and addressed.

4. Problem Solving & Customer Communication

- Issue Resolution: Address operational issues promptly, including delays, damages, and discrepancies in inventory. Provide solutions and implement corrective actions to prevent recurrence.
- Customer Communication: Maintain clear and timely communication with clients regarding shipment status, project timelines, and any operational issues. Address client concerns and provide updates on progress.
- Customer Satisfaction: Ensure high levels of customer satisfaction by resolving issues effectively, meeting deadlines, and providing professional communication throughout the process.

5. Documentation & Compliance

- Documentation Management: Ensure all shipping and operational documentation (e.g., invoices, customs declarations, packing lists, and bills of lading) are accurately prepared, filed, and maintained in compliance with regulatory standards.
- Regulatory Compliance: Ensure that all shipments and operations comply with local and international regulations, including customs, transport, and safety standards.

Requirements:

- Degree in Logistics, Business or a related field (Preferred)
- PMP (Project Management Professional) certification or similar (Preferred)

- 3-5 years of logistics or operations experience, with experience in air, sea, road transportation, and warehousing operations.
- Proven experience in costing, invoicing, and job closing for logistics or project-based services.
- Experience managing full logistics operations, from planning and execution to financial management and client interaction.

- Logistics Operations Knowledge: Solid understanding of logistics processes, including freight management, warehousing, and customs clearance.
- Costing & Financial Management: Ability to develop accurate cost estimates, manage budgets, and handle invoicing and billing for logistics services.
- Problem-Solving & Decision-Making: Strong ability to identify issues, develop solutions, and make decisions quickly to keep operations running smoothly.
- Customer Service & Communication: Ability to communicate effectively with clients, vendors, and internal teams, ensuring smooth operations and high customer satisfaction.
- Attention to Detail: High level of attention to detail in documentation, schedules, and inventory management.
- Multitasking & Time Management: Ability to handle multiple tasks simultaneously and manage time effectively in a fast-paced environment.