Export Coordinator
ASTRA
Total years of experience :14 years, 8 Months
Inspection and Certification Coordination
Perform AD Data Verification and/or data entry
Inform the exporters if any additional information required or if some information is missing
Handling of inspection requests as per CO operational guidelines and time schedules
Checking the credit availability of the exporter before forwarding the file to the Inspection
department and inform the exporter accordingly.
Scheduling inspections and tests (incl. obtaining quotations from laboratories)
Inform the exporter about the testing (charges and the laboratory details)
Respond to queries & contact with suppliers, inspection site and exporters
Responding and liaising with inspectors
Coordinate inter-office Inspection requests
Instruct inspector of procedures and work requirements
Verify inspection report, test data, AIRs and perform Inspection completion.
Follow up on late inspections
Follow up on discrepancies and entries. Sending reminders to the exporters
Co-ordinate with the Program Management for clarification on discrepancy observed
Verification of final documents against AD documents and Inspection Reports
Ensure correctness of Final Documents.
Drafting the file according the inspector’s findings and the final invoice
Prepare invoices, collect fees and/or coordinate with accounts department
Preparing, proofing and finalizing certificates accurately
Issuing re-issues and amendments upon request
Upload all file related documents and communications into respective fields of
Virtual Library and Quality System
Be updated with GTS Virtual Library
Periodically review GTS Quality Management System updates on the VL
Share information and latest GTS happenings with the staff
Ensure file deadlines are met and GTS operational procedures are followed
Ensure all documents and supporting evidences are uploaded (via zeta-fax, email or scanned)
in the file.
Perform work with consistency, accuracy and responsiveness
Abide Intertek GTS code of ethics and confidentiality agreement
Security Maintenance
Monitor consumption of certificate paper, labels and stickers to prevent supplies running out and
inform the dept Manager
Maintain daily log of all ROF paper used in the department; including details of any void
certificates.
Ensure controls in place for certificate paper sent to satellite offices/remote printing facilities.
Maintain and verify certificate paper control logs as stipulated in the GS Operational Guidelines
on Security
Meetings / Customer Service
Attend meetings with exporters, agents, manufacturers, trade bodies etc. as required.
Submit the minutes of the meeting to the department Manager.
Review, assess and analyze complaints of clients/ exporters/ importers, if any and take
remedial action to ensure customer satisfaction.
Contact and regain lost clients
Look out for new business opportunities
Maintain business relationship with existing clients
Support and provide superior service via phones and e-mails as a receiver.
Use questioning and listening skills that support effective telephone communication.
Use an effective approach to handle special telephone tasks like call transfers, taking messages, call backs, holds, interruptions, and unintentional disconnects.
Understand the impact of attitude in handling calls professionally
Effectively deal with job stress, angry callers, and upset customers
Use the most appropriate way to communicate with different behavior types on the telephone.
Apply the elements of building positive rapport with different types of customers over the phone.
Apply the proper telephone etiquette to satisfy various customer situations.
Apply appropriate actions to effectively control a telephone call.
Identify voice skills and how to enhance a good telephone presentation.
Meets commitments to customers
Other duties as assigned.
Display Time flexibility towards shifts as per work floor requirements
Satisfy customer and maintain good image for the company
Maintain files and records so they remain updated and easily accessible
Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
Answer the phone to take messages or redirect calls to appropriate colleagues
Utilize office appliances such as photocopier, printers etc. and computers for word processing,
spreadsheet creation etc.
Undertake basic bookkeeping tasks and issue invoices, checks etc.
Take minutes of meetings and dictations
Assist in office management and organization procedures
Monitor stocks of office supplies (paper clips, stationery etc.) and report when there are
shortages
Assist in making travel arrangements and booking venues for conferences and events
Perform other office duties as assigned