We regard our Dubai based client as an “Employer of Choice” each staff member is measured on their individual performance and rewarded for their diligence and performance through a performance bonus. Western educated candidates essential. This job would suit someone who thinks on their feet, can spin lots of plates at the same time.
Description:
• Will be involved in day to day operations/logistics
• Ensure that there is clear communication internally with staff, clients, agents and other suppliers.
• Responsible for providing personalized customer service being the first point of contact between clients and suppliers
• Responsible for multi-currency costing’s, quotations (approved by the Accountant or an Ops colleague) answering queries
• Ensure a signed quotation and funds for their shipments are received prior to the shipment date for all clients unless a credit facility is approved by the Accounts dept
• Liaise with the accounts department at the end of the month to ensure invoicing is completed for each job, suppliers’ invoices received, and job cost sheets completed and ensure there is no outstanding debt from previous jobs for that client
• The Operations Coordinator is required to be available on their mobile out of office hours and on weekends due to the nature of their industry and the different Time zones they work with
• Responsible for their own jobs/tasks working independently and closely with the small team of operations and finance
• Reporting directly to the MD and day to day with the Operations Manager
• Answering phone calls in conjunction with other staff
• Responding to queries from clients or agents via email or phone. All costing to be checked by Accounts dept or a Senior Ops colleague
• Confirming supplier rates from airlines and agents are within historic rates stored on the system and competitive when compared to other suppliers/agents/airlines. Always have a comparative rate from another supplier.
• Extensive coordination and communication with various parties and organizations example: Airlines, Agents, Ministries, Suppliers, DRC vet department, grooms, hotels, ticketing
• Updating Air and Road schedule and queries list when a query or job is confirmed through the Operations Manager
• Update electronic and manual job registers and invoice registers as you go along
• Coordinating import and export shipments from inception to completion as per our procedures, ensuring that the job details are thoroughly updated
• Communication is most important in this job – Keep all parties related to the job informed
• Ensuring the requirements are met for an import and export
• Airport access / passes for the respective vehicles to be organized a minimum of 72 hours prior to shipment (DCA work hours between 7:30 – 14:00hrs)
• Ensure Custom clearance is done within 48 hours of the shipment (with Ops Clerk)
• Obtain final quote signed by client by fax /email and funds collected prior to shipment and request remittance/transfer advise as per company policy
• Invoicing – final quote given to accounts for invoicing
• Follow up all suppliers, agent, and grooms’ invoices once job completed and check against quotes, insert job number and check and initial, providing a copy for job files to electronic job folder and manual binder and copy to accounts
• Create job costing sheet and close job costs once the shipment is completed
• Liaise with accounts for closing jobs at the end of each month
• Update new rates once approved by the Ops Manager or MD - Airlines, Agents,
• Changes to systems and procedures – clarify with Ops Manager or MD prior to making any changes on the existing systems
• Weekly Monday meetings with operations staff for briefing and debriefing
• Update database with new clients and existing ones as you go from queries, invoices, jobs etc.
• Update Job folders in Outlook with communication and Job Folders in the operations drive (O) with all documents relating to the job including suppliers’ quotes, invoices and quote and invoices
• Suggest ways to Improve new systems and procedures
• Flights – you may be required to attend flights in Dubai, Sharjah and Abu Dhabi airports but most flights are handled by Ops clerical staff. If attending a flight – Coordinating between movements control, Airline, Airport duty officers
• Late night flights and early morning flights – If and when a flight attended by the Ops coordinator the individual can start late or leaves early based on their workload on hand
• You are required to prioritize and manage your work and time effectively based on the work on hand
• After office hours and weekends – Due to the dynamic nature of the job Operation personnel are required to be available on their mobiles and are provided with a laptop for remote access in case information needs to be completed out of office hours. In the peak season this can happen from time to time depending on the season.
Job Details
| Posted Date: | 2018-10-04 |
| Job Location: | Dubai, United Arab Emirates |
| Job Role: | Administration |
| Company Industry: | Transportation |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | Australia; Canada; Great Britain (UK); Ireland; New Zealand; United Kingdom; United States |
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