Air Import Coordinator
Job Title: Air Import Coordinator
Job Description: The Air Import Coordinator will contact carriers and co-loaders for arrival information, update CargoWise with accurate data for documentation and KPI reporting and provide excellent customer service through regular email and phone updates with agents and U.S. consignees. The role is crucial in maintaining data integrity and ensuring global visibility.
Responsibilities & Duties:
• Work with the Manila Team to ensure that all documents have been received in the pre-alert, and that the file has been set up accordingly.
• Review all of the documents received in the pre-alert to make sure there aren’t any errors or omissions.
• Prepare all of the documents required by the broker for the clearance process.
• Ensure that all paperwork is filed in a timely manner to comply with US CBP regulations and to avoid any additional charges (detention, storage, etc.) for the customer.
• Understand and follow the procedures for handling a shipment – from when the pre-alert has been received until the agent has been invoiced.
• Ensure that all files handled by the operator are accurate and auditable.
• Daily tracking of all shipments coming into the US – and ensuring that CargoWise and the customer is updated for any delays/changes in schedule.
• Coordinate deliveries with truckers in a proactive manner to avoid any additional charges. This includes sending out the Delivery Orders in advance, confirming quotes with the trucker and the agent, following up on pickup and delivery appointments and requesting PODs/final invoices.
• Monitor email requests and respond to all customer requests within four business hours.
• Audit all charges on the shipment before sending the final invoice to the customer to ensure accuracy.
Important KPIs:
1. Every file and the billing thereof need to be handled according to the outlined SOPs that have been established in the Import Team.
a. All customs and duties need to be billed out the moment that you receive the clearance from the broker. All of the relevant documentation – entry summary, invoice, and any supporting documents – needs to be uploaded and classified accordingly in CargoWise.
b. All final invoices need to be sent out the moment that we have confirmed the delivery of the shipment. We need to send the final invoice accompanied by a HBL, MBL, PKL, COM, and the POD.
2. All detention-related charges need to be accrued on the file with the relevant backup paperwork uploaded to the file. The responsible billing party needs to be informed of any additional charges – as well as an explanation of why these charges were incurred – as soon as they are incurred.
3. Any payments made on behalf of the agent or consignee to release the freight needs to be posted immediately in CargoWise – the payment confirmation needs to be uploaded as soon as the payment is made.
4. All email requests – whether it be internally from the Rates Team, the AP Team, or the AR Team or externally from agents, brokers, or consignees – need to be responded to within a day.
What are the hiring conditions?
+ Indefinite term contract
+ Competitive salary according to experience
+ Corporate benefits 100% paid by the company: GYM –VIP health Insurance– business English classes.
+ Schedule from Monday to Friday, 08h00 to 17h00 (Bogota Time)
+ Hybrid attendance to office (3 days at home – 2 days at the office)
+ Professional growth opportunities
Required Skills:
Requirements
• Bilingual
• Professional in Business Administration, Finance, Marketing, Sales or related careers.
• Proven work experience in the Real Estate, Marketing, CMR sector
• Excellent aptitude in CMR and Customer service.
• Leadership, assertive communication.
• Ability to build relationships.
• High learning capacity.
• Attention to detail.
• Proficient in: Google Maps, outlook, Excel and word
Years of experience needed for this position: 2
Hours: 8 hours per day during standard business hours across the US.
Available Positions: 1