Import Controller

SUMMARY:
To control and facilitate ocean freight imports.

POSITION INFO:

1. Day to day Operations

• Control and manage import process from receipt of pre-alert documents/shipment notification to final delivery to the customer
• Request for arrival notification from the shipping line/co-loader
• Register file on CargoWise once arrival notification is received from the shipping line/co-loader
• Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
• Complete document checklist
• Submit documents to customs entry department
• Arrange and co-ordinate customs exams and regulatory stops
• Obtain extended releases
• Prepare shipping line release
• Ensure that NAVIS is updated 72 hours prior to vessel arrival
• Inform transporter of the arriving shipment by sending through a delivery instruction
• Update internal work notes on CargoWise - daily by 10H00
• Generate status report to customer daily/progressively regarding the milestone event/progress of the shipment
• Monitor delivery with transporter and liaise with client services representative/customer
• Ensure that containers are uplifted and turned in within the prescribed times
• Prepare job profit summary and ensure invoice is sent to the customer within KPI
• Ensure all 3^rd party invoices are received, reconciled and sent to head office for payment within transactional periods
• Ensure all WIP’s and accruals are attended to timeously
• Evaluate and resolve problems presented by team members
• Update milestones and internal work notes on CargoWise – real-time
• Ensure quality is the primary focus in every task
• Assist in activities of team members

2. Management of Financials

• Verify customer’s credit terms prior to proceeding with the shipment
• Quality check accuracy of estimate prior to expediting shipment
• Prepare job profit summary – collating of all disbursements, calculation of agency and finance fees
• Account for profit/loss on shipment
• Manage costs and negotiation of rates to ensure maximum profit
• Reconcile all 3^rd party invoices
• Ensure all shipments are handled in accordance to the company’s profit margins
• Sign off job profit summary prior to posting local client/overseas agent costs
• Manage finance in operations – WIP - (KPI <14 dwell days), Accruals – (KPI <60 dwell days) and out of transaction losses

3. Management of Customer Relationship

• Liaise with client services representative/customer on a daily basis – advising client services representative/customer of delivery and shipment status
• Receive orders from client services representative/customer – requesting original documents/clearing instructions
• Generate status reports advising customer of progress
• Continuously improve customer turnaround times
• Customer– refers to internal and external customers

4. Facilitate and ensure effective process management

• Imports:
• Register file on CargoWise once arrival notification is received from the shipping line/co-loader
• Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
• Complete document checklist
• Submit documents to customs entry department
• Arrange and co-ordinate customs exams and regulatory stops
• Obtain extended releases
• Prepare shipping line release
• Ensure that NAVIS is updated 72 hours prior to vessel arrival
• Inform transporter of the arriving shipment by sending through a delivery instruction. Delivery instruction to include demurrage/detention period.
• Update internal work notes on CargoWise - daily by 10H00
• Generate status report to customer daily regarding the progress of the shipment
• Monitor delivery with transporter and liaise with client service representative/customer
• Ensure that containers are uplifted and turned in within the prescribed times
• Prepare job profit summary and ensure invoice is sent to the customer
• Ensure all 3^rd party invoices are received, reconciled and sent to head office for payment within transactional periods
• Ensure all WIP’s and accruals are attended to timeously
• Evaluate and resolve problems presented by team members
• Update milestones and internal work notes on Cargo wise – real-time
• Complete and close shipment as per company SOP/ISO standard

5. Quality Management

• Check and double check to make sure minimal/no errors are made
• Provide quality service to customers and continuosly exceed their expectations
• Get it right the first time

6. Risk Management

• Ensure errors are minimal
• Ensure instructions are received/issued in writing and recorded

Conform to SOP’s