Customer Service & Import Logistics Specialist at Brites Management

DUTIES AND RESPONSIBILITIES

Customer Service

• Be the key internal focal point for a dedicated customer portfolio, in very close cooperation with the responsible Sales Representative(s).
• Have full A-Z responsibility for customer orders from order entry to invoice, regarding all order types, including coordinating order management and order fulfillment activities.
• Contact Principles to prepare for material ordering and documentation.
• Assist in calculating and creating offers in internal system, and sending offers to customers in cooperation with the relevant Sales Representative.
• Guarantee optimal service to the customers through close cooperation with Operations, Logistics, Sales force and Accounting.
• Respond promptly to all customers’ inquiries (regarding i.e. samples, documentation requests, product inquiries, prices, delivery etc.).
• Ensure administrative handling and follow-up of claims in close cooperation with the Sales staff and Quality Manager.
• Tactfully handle customer’s special and/or urgent requirements to allow reasonable flexibility yet minimize impact on daily operation in terms of cost and process compliance.
• Review daily monitoring reports to ensure customer sales order meets customer requirements.
• Customer billing and following up for accounts receivables.

Logistics

• Prepare all import documentation required for an order transaction (COC, bills of lading, commercial invoices, packing lists etc) to ensure smooth import process without incurring demurrage charges, storage charges and/or penalties
• Follow up with suppliers, clearing agents and warehouse suppliers to ensure that orders are shipped as scheduled with correct documentation and all applicable duties and taxes paid on time; Anticipate any problems or delays with these orders, and keep customers and Sales advised.
• When applicable coordinate with freight forwarders to arrange cargo bookings with ocean carriers and arrange with trucking company the inland transport of containers to supplier's facilities for loading and back to port of embarkation.
• Assure the compliance of transport, labelling, documents, special markings and monitoring with the GMP+ regulations.
• Coordinate orders with Operations and Warehouse for dispatch.
• Organize and inventory at the warehouse
• Develop good relationship with the distributors, freight forwarders, third party suppliers, etc.
• Perform a service supplier performance measurement.
• Strictly adhere to business processes, guidelines and trade compliance rules.
• Cooperate effectively with logistics functions and business segments.
• Provide and follow up on accurate business documents.
• Regularly meet with forwarding agents to address the operational issues and work out corrective actions if needed.
• When applicable perform shipping functions for all off-site warehouse orders.
• In coordination with Logistics and the warehouse ensure carrier arrangement and complete post goods issue in ERP system.

QSHE Compliance

• Maintain safe working conditions and practices to achieve a zero (0) lost time injury record within the area of responsibility.
• Perform work duties in accordance with Quality System Manual procedures & company policy.

KEY SKILLS, QUALIFICATIONS AND EXPERIENCE

• University (Bachelor’s Degree) in Logistics, Economics, Engineering ,Accounting or Supply chain
• Minimum 5 years working in industrial chemicals manufacturing/ distribution with professional experience in; import logistics, Customer Service and supply chain
• Experience in international trade affairs.
• Problem solving skills, determination to persist through challenges.
• Excellent communication skills both written and verbal.
• Ability to develop rapport with customers and carrier vendors.
• Profound service mindset; know how to listen, analyze and anticipate to customer needs.
• High reliability and motivation.
• Flexible, dynamic and team-oriented personality.
• Familiarity with ERP systems and order processing (Quick books, SAP ).
• Working knowledge of all MS Office products.
• Attention to detail.
• Excellent command of both oral and written local language and English are required.
• Good command of both oral and written additional language is beneficial.