Operations Coordinator

Co-ordinate the movement of cargo & ensure documentation is completed accurately & delivered in a timely manner

Job Summary

• Ensure pricing/quotes are accurate & competitive to ensure profitability on all shipments/ with no undue costs to customers & $0 loss to the company (Win-Win situation)
• Ensure compliance with international regulations & monitor quality assurance in order to meet & maintain international standards to avoid fines, penalties &/or losses on all shipments
• Ensure 100% accuracy & completeness of documentation delivered in a timely manner to avoid delays, customs penalties/fines e.g. Dangerous Goods etc
• Identify possible problem shipments/situations in advance to avoid losses & service failures
• Check/respond to emails promptly within same business day, providing accurate & timely quotes to customers for shipment of cargo as/when the need arises &/or other queries
• Make regular contact/courtesy calls with assigned customers through telemarketing to source new/repeat business
• Provide quotes to customers for shipment of cargo within 24hrs of receipt of information from service provider & update Magaya accordingly
• Send Pre-Alerts for consolidations to customers within 24hrs of flight departure
• Assist in giving timely advice to customers when delays, re-routings &/or cancellations occur
• Liaise with customers to arrange for delivery of cargo /documents &/or pick up/ at customers’ facilities if necessary
• Provide prompt, courteous & efficient service to ensure customer retention & new/repeat business
• Monitor & coordinate the movement of cargo through contact with the Carrier / Agents & inform the customer as required
• Investigate customer queries & report to them as they relate to rates, tallies, missing cargo, missing documents & such in an efficient, professional & expeditious manner
• Support the Operations Manager in onboarding new customers by preparing documentation templates and workflow guidance.
• Contact shipping lines/carriers to ascertain logistics routing, rating, movement & make bookings
• Liaise with Insurance for insurance quotes and certificates
• Liaise with Customs Broker for preparation of all Customs documents
• Coordinate movement of cargo in accordance with the shipper’s/carriers instructions
• Assist with weighing, measuring & packaging/strapping & labelling of cargo where & when needed
• Prepare all documents accurately & in a timely manner
• Ensure that cargo on hand is in good order with all identification labels clearly marked
• Coordinate with warehouse re cargo pick-up, crating, packing & fumigation of both general & dangerous goods shipments
• Follow-up & assist with actively tracking all shipments until received or delivered to final destination
• Create Warehouse receipts in Magaya for cargo received
• Obtain POD’s & advise customers as necessary, ensure PODs are signed off on delivery of cargo & update Magaya accordingly
• Comply with HSE regulations as required
• Attach all relevant documents to Magaya accurately
• Send documents/invoices to customers for liquidation & billing purposes
• Follow up with customer for payment as per agreed payment terms 
• Collaborate closely with the Operations Manager to execute daily and long‑term operational priorities
• Provide administrative and operational support to help the team scale effectively.
• Ensure proper use of work stations, security of data & shut down of computers at end of the day.
• Perform such other duties as may be required to maximize the efficiency, productivity, teamwork, customer relations & enhance the entire operations of the company