Operations Co-Ordinator Deep Sea

Job Description

Brief Description of Role Day to day monitoring of all Deepsea imports and exports to/from Benelux, Germany, France, and the UK.Liaising with our in-house customs teams to ensure clearance is completed prior to collect or drop off, in addition dealing with shipping lines to ensure we have valid pin references for collect/drop.Regular reviews on carrier websites to ensure our system shipping details are accurate, to avoid unnecessary waiting times in terminals.Key Activities & Responsibilities (Level Basic / Intermediate / Advanced)Key Activity 1 - Team Management approx. % time - 15Coordinate with the BTL Customs Teams for clearance once the tanks have arrived at port of discharge in the EU Ports.Work closely with EU Fleet Management and Commercial ensuring any loaded import tanks with onward movements are available for collection from terminal and all relevant information is noted within the tank plan to reduce driver waiting times in terminal.Key Activity 2 - Loaded Deepsea Imports for NL, BE, FR, DE, UK. approx. % time - 40You will be responsible for checking shipping line websites for any change in bookings, this can be delayed arrival times, import terminal changesChecking jobs prior to arrival to ensure cleaning certs are uploaded to the jobs, if not request a copy from the load port and request they upload to the job(s). Work opposite the CSR and build your own database of customers who require such documents, sowe know requires these copies and who doesnt.Monitor carrier/terminal releases, coordination between EU Ops trucking and Intermodal for onward movements via road/rail.Day to day problem solving, such as release pin expiry whereby a call to the carrier is required to have it revalidated or reissued prior to tanks being collected.Key Activity 3 - Loaded Deepsea Exports for NL, BE, FR, DE, UK. approx. % time - 40Checking shipping line websites for any change in bookings, this can be delayed departure times, earlier or later closing time at terminal, vessel name changes, etc... and pass on the details to the CSRs so jobs can be updated accordingly.System sweeps for all loaded exports at least 24hrs prior to load date to ensure we have the correct information showing in the tank plan. ie: drop off refs, terminal closing times.Terminal system portal checks, logon details and URLs will be provided to check tank status and pre-execs.Coordinating with EU Ops and Intermodal for arrivals via road/rail, any that will miss terminal closing ensure the Commercial teams are notified as early as possible.Develop and evolve supplier relationships in Europe, its essential as finding that correct contact within a Shipping Line can make all the difference to your day-to-day operations.Track all departures and arrivals and ensure the BTL system has accurate and up to date plans, any delays on-route coordinate with the ops team and CSR once know.Deepsea Import Tank Damage(s) ensure all relevant information is passed on to the M&R and Claims dept if reported by the carrier, rail operators or truckersKey Activity 4 - Inter-departmental Communication approx. % time - 5Pro-actively suggest any system / process improvements to maximize the performance of the team / business. This includes testing of new areas of the system prior to implementation and effectively communicate these to all relevant departments.Alongside your Manager review areas requiring improvement and design, implement and monitor improvement plans.Gain knowledge of other functions within the business. Use this time to gain a greater understanding of the functions and the business. Strive to use this learning as a tool to progress, bringing benefits to both you personally, and the businessSelection CriteriaDesirableQualifications, Skills and Knowledge Competent in the use of I.T. system, outlook, excel etc.Good geographical knowledgeReasonable level of mathematics and ability to perform basic calculationsExperienceHas good experience of managing a team of direct reportsPrevious roles in cost management or within logistics industryExperience of managing a range of tasks in a prioritised structureCompetenciesEffective communicator, both internally and externallyConsistently accurate and a keen eye for detailPersonal Attributes & other requirementsCalm under pressureWilling to travel and on occasion, work unsociable hoursEssentialAble to build beneficial relationships with supplier base / customer baseAn ability to work well under pressure

Keyskills :
MathematicsTanksWaitingCost ManagementDelays