Executive Coordinator
Freight System LLC
Total years of experience :11 years, 4 Months
1. Coordinates the flow of Import/Export shipment of personal effects.
2. Alert the clients about their shipment e.g sending the welcome letter, request to provide all the required documents and advise the ETA/ETD of the shipment.
3. Provide all documents requires for clearing or for passing the ED.
4. Prepare Shipping instructions, Way bill for export shipment and send the Pre-alert to the agent.
5. Prepare the payment request to collect the DO or the BL.
6. Provide the complete details and make sure crew teams are aware of the job by providing the accurate information of the client and the packing list.
7. Provide the quality and satisfactory service to the client
8. Update the system, raise the invoice and make the documents are ready for audit.
1. Collate / Inquiry of shipping lines rates and arranges transports,
2. Coordinates shipping lines and CFS and monitor the movement of cargo.
3. Sending Cargo Arrival Notice to clients.
4. Preparation of Bill of Lading Draft, Invoice & Packing List,
5. Answering phone inquiries and prepare a quotations.
6. Maintain Petty Cash Fund and liquidates expenses.
7. Prepare a Journal Voucher and Credit Memo upon payments.
1 Interface invoices from FMC to SUN systems and ensure the correctness and accuracy of the journal entry. Sort and check the invoices and reconcile supplier’s statement to company ledger.
2 Post direct expenses to respective accounts e.g. Visa Expenses, Hotel utilities, Staff’s transportation and Meals and other related to operations expenses. And prepare vouchers and cheques accordingly.
3 Verify travel agent commission and prepare payment on monthly basis.
4 Monitor the vehicle insurance, coordinates with the insurance company and apply for renewal.
5 In charge of preparations the payroll vouchers, send for owners’ signature and advise the handler to drop in the bank.
6 Prepares and posting of bank transfer for agent’s commission, staff salary and final dues and other related payment.
7 Maintain the record of Hotel Lessee and other Hotel Maintenance Contract.
8 Maintain the record of Tenancy contract of HOD’s & Staff Accommodation.
9 Make sure to provide all the Auditors required documents and send all the confirmation accordingly.
10 Response to a request of accounts confirmation from external Auditor and the suppliers.
11 Reconcile and provide FC the Monthly Aging Report on Creditors every month end.
12 Monthly preparations of the Debit Notes and sent to intercompany and/or suppliers if required.
13 Ensure all accruals and prepaid journals posted every month end.
14 Prepares and assist the FC in preparations of monthly closing of books.
15 Prepare & ensure to send on time the Monthly Financial Report hard copy and the PDF presentation slide to the Owner, Head Office and other HOD’s every 5th of the month.
16 Take charge Finance dept in absence of the Financial Controller.
17 To carry out any other reasonable duties and responsibilities as assigned from Superiors.
• Inquiry of rates and schedules
• Arranges transporter and monitor the movement of cargo.
• Prepares IDG.
• Sending Cargo Arrival Notice to clients.
• Preparation of Bill of Lading Draft, Invoice/ Packing List, Custom Export Declaration and Custom Exit/Entry Certificates.
• Collects DO and BL at the shipping agencies and answering phone inquiries.
• Process of Dubai Custom E Clearance Mirsal 1 and 2.
• Processes Import Code and Certificates of Origin.
• Encoding data at Vision Management Shipping System.
• Coordinates w/ the clients for bookings and quotations.
• Daily monitoring and reporting of Cash Position in Bank to the Managing Director.
• Maintain Petty Cash Fund and liquidates expenses.
• Prepares cheques requisitions payables.
• Posting and monitoring Cheques issued and receipts due.
• Entry of data in Accounting System for Bank Payment and Cash Payment Voucher.
• Monitor and encode daily Purchases Invoice.
• Issue Invoices to clients, maintain debtors monthly Statement of Accounts and follow up payments.
• Reconcile credited cash in Bank and system for Cheque Rediscounting
• Prepare a Journal Voucher and Credit Memo upon payments.
Prepares the annual plans and budget, Identifies and recommends opportunities for expansion that promotes cooperative services and programs. Provide information and resources, advises different committees, sit in their meetings; study trends for planning and decision making. Sees the formulation of operational policies and recommends and development of systems and procedures based on approved policies of the BOD. Maintain an effective and efficient organization structure, with adequate staffing and provision for staff development. Ensures that the day to day activities of the cooperative reflect the direction and policies set. Provide leadership and direction to all staff. Exercises disciplinary measures for poor performance and/or violations of cooperative policies, rules, and regulations. Maintain effective relations with members and the general public. Establishes linkages with other cooperative and allied organization. Responsible for coordinating and tracking employee training and performance appraisals. Communicates with employees regarding required training, Assists in the maintenance of HRMO files, including those in the database, ensuring compliance with the agency’s records management policy. Coordinate the administration and scoring of employment tests. Keeps management appropriately informed of ongoing activity and critical matters affecting the operation and well-being of the agency, while upholding the agency’s core values. Demonstrates a spirit of teamwork, offering positive and constructive ideas, encouragement, and support to other members of the staff and team.
Expected to take exam on June 2017
