Shipping & Logistics Coordinator
Tony Ward Couture
Total years of experience :18 years, 2 Months
LOGISTICS RESPONSIBILITIES
•Booking and supervising the movement of inbound, outbound and cross shipments and arrange the necessary documents.
•Cooperating with the interacting team for order confirmation and shipping requests.
•Coordinating with international / domestic freight forwarders, local clearing agents and courier companies and ensure on-time deliveries.
•Reviewing continually freight costs, transportation rates, and/or the prices of raw materials to keep costs down where possible.
•Facilitating the shipment from one destination to another to meet customer demand on time.
•Coordinate for import / export items in special events related activities such as Fashion Shows, Trunk Shows etc.
•Recording shipment data such as AWB, Number of Boxes, Gross Weight, Chargeable Weight and Shipping Charges.
•Preparing shipping document and making sure that they meet the requirements of the customer / country (Invoice, Packing List, Certificate of Origin - COO, EUR1, Form A, ATA Carnet and other certifications if needed)
•Following up the shipment until reaching to the customer sight.
•Preparing and maintaining weekly shipments reports for all the team.
•Implementing all administrative and management procedures and processes are followed as per company policy.
•Ensuring time management and work efficiency.
•Informing the concerned people about the Status of the shipments by mail.
•Reporting to the concerned people on weekly basis regarding the situation of the shipments.
•Rectifying problems such as damages, shortages or any mistake.
•Coordinating & communicating with the team internally to have smooth workflow with customers.
• Handling the Logistics Database & Filing.
•Working on the accounting system (BRAINS) for several issues.
•Updating the company accounting system “Brains” for any task related to Logistics department.
•Developing constructive and cooperative working relationships with the interaction team, as well as cross-functionally.
•Accepting any other task required from the management.
STOCK AND WAREHOUSE
•Coordinating with the warehouse regarding the transfer of the dresses ( IN / OUT / CROSS shipments)
•Managing with warehouse to optimize the quality of packaging, referring to the Performa-Invoice & Packing List and surveying the packing process by item, style number, quantity….
•Advising the warehouse for any deliveries and assure the reception of the goods.
ACCOUNTING RESPONSIBILITIES
•Coordinating with the Accounting Department regarding all tasks related to each shipment.
•Following up with Shipping Agents on VAT Letters needed for export shipments.
•Tracking and following up import/export shipments with Shipping Agents and Lebanese Customs.
•Checking and approving the description of goods on pre-alerts and related documents to avoid penalties with customs, before shipping the goods.
•Advise the person in charge about storage condition of the products once shipment reaches Beirut Airport (for refrigerated shipments)
•Preparing the declaration and checking necessary documents needed for customs clearance (such as Original Invoice, Packing List, Delivery Order DO, EUR1) and visas needed (such as Industrial Research Institute IRI, Ministry of Health MOH, Lebanese Atomic Energy Commission, etc…)
•Getting approvals from MOH and calculating total amounts that should be paid to Syndicate of Physicians & Syndicate of Medicines (for needed shipments)
•Ensuring that shipments subject of MOH has been inspected.
•Following up IRI declarations; set inspection schedule and place of inspection with customer (Airport/ Warehouse...)
•Calculating storage fees and customs duties to prepare “Legalized Check” between accounting department and customer, required to release goods from Lebanese Customs.
•Coordinating between customer and delivery drivers to ensure an excellent delivery service. Arranging delivery and ensuring the clearance of cargo from Airport with minimum delay.
•Advise the customer about damaged packages, if any, and coordinate with insurer if any inspection needed upon customer’s request.
•Preparing several necessary documents for accounting department (such as copies of DO, invoices, packing list, rectification letters, official receipts...)
•Managing the trucks’ loggers (specified for refrigerated shipments upon delivery of the goods) and reporting to the Manager about any deviation in temperature.
•Maintaining an up-to-date business information database.
•Maintaining office records and reference files.
•Recording a simple tracking system to follow up cleared invoices per customer & shipment.
• Customer support and sales
• Preparing chocolate and sweets arrangements for several occasions.
• Organizing and labeling new products.
• Handling and following up orders with customers: ranging from ordering to delivering on time for several time critical occasions (new born, baptisms, weddings)
• Coordination with the owners and clients on special and large orders.
• Assisting the shop manager in ordering chocolates, following up with stock and closing the cashier.
OTHER DUTIES COVERED:
• Ensuring a hygiene and clean environment to store goods and chocolates.
• Ensuring production and expiry dates of the goods are always under control.
• Maintaining an appealing display of all items.