Operation Assistant Manager

3 days ago

Manila, National Capital Region, Philippines Hellmann Shared Service Center Inc. Full time

About the position
As a Assistant Manager - Operation, you'll be at the forefront of orchestrating our customers' global PO Management / sea freight operation and daily shipments. Your role is to manage the end-to-end shipment process from shipment forecasting & Purchase Order Follow up, timely freight booking, pick-up, customs activities, delivery, billing, and handling team. You will engage with various customer and supplier stakeholders in many countries directly to ensure the shipments arrive as planned.

Key Tasks:

  1. Take ownership of managing the daily air freight/sea freight shipments pro-actively to achieve customer requirements.
  2. Purchase Order status follow up with suppliers.
  3. Coordinating import/export shipment with local & overseas customers, carriers, sub-contractors, agents, and truckers for all import and export-related transportation.
  4. Liaise internally and externally with all departments, third-party carriers, forwarders, and agencies for a timely shipment execution.
  5. Communicate irregularities timely to customers and provide a clear alternative solution.
  6. Prepare, create, and execute complete document sets correctly and efficiently for all related consignments.
  7. Proactively monitor daily export/import shipment/delivery schedules. Act when potential delays occur.
  8. Process external and internal billing and invoicing based on the agreed rates. Input correct accruals.
  9. Input and update all required data in the designated Hellmann Freight TMS systems.
  10. Be aware and practice specific duties in relation to the legal import/export movement of all hazardous and DG goods.
  11. Comply with the respective global trade restrictions and guidelines.
  12. Read and follow instructions defined in customer-specific SOPs and work instructions.
  13. Maintain the latest customer and 3rd party contact list to ensure quality service is provided to the customers.
  14. Adhere to continuous improvement procedures through best practices to increase the competence level of sea freight-related processes to achieve performance, quality, compliance, and service level growth.
  15. Become relatively conversant in the regulations, cultures and laws of those designated countries involved.
  16. Assist with implementing new customers, reviewing SOP, and providing feedback.
  17. Adaptability to changing market environment and ability to take on different tasks.
  18. Lead and manage a team, ensuring effective communication, delegation, and performance management. Foster a collaborative and supportive team environment.

Skills and Competencies:

  1. Excellent communication and customer service skills
  2. Demonstrates strong communication capabilities in an international environment.
  3. End-to-end air freight and sea freight operation export and import knowledge.
  4. Work with different cultures and people, including phone calls.
  5. Strong time management to complete tasks on time
  6. A proactive attitude to foresee irregularities and propose alternative solutions.
  7. Ability to work under pressure to cope with periods of high workload and tight timelines.
  8. Willingness to work overtime to meet deadlines when required.
  9. Able to work in an early/late shift set-up.

Preferred Educational Background / Work Experience:

  1. Work experience in international logistics or freight forwarding
  2. 5 years of experience in air freight (preferred) and sea freight operation
  3. Experience to handle shipment related to pharmaceutical goods and temperature-controlled / DG shipments
  4. Able to work in all kinds of shifts especially in graveyard.

Language Skills:

  1. Fluent in English (written and spoken)
  2. Other languages (written and spoken) beneficial

Computer Literacy:

  1. Microsoft Office
  2. Microsoft Excel – advanced skills
  3. CargoWise One experience is an advantage.
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