IMPEX Logistics Assistant  

Position Overview
The Impex Logistics Assistant is responsible for coordinating and managing the logistics of outbound and inbound shipments, primarily focusing on the proper handling, documentation, and tracking of parcels. This role requires attention to detail, strong communication skills, and a proactive approach to logistics management. The assistant will work closely with suppliers, couriers, and internal departments to ensure timely and accurate processing of shipments.

Key Responsibilities

1. Outbound & Inbound Booking of Shipments

• Booking and Coordination:
  • Input essential shipment details (supplier/buyer information, material descriptions, HS Codes, values, quantity, weight) on DHL, FedEx, UPS platforms.
  • Request quotations and estimated delivery timelines for parcels from various couriers.
  • Prepare a comparison sheet of different couriers' rates and timelines for management approval.
  • Create and issue invoices for shipments.
• Supplier & Shipper Coordination:
  • Communicate with suppliers and shippers to resolve any discrepancies or issues regarding invoices and booking details.
  • Ensure that shipments comply with de minimis value and weight restrictions.
  • Forward AWBs (Air Waybills) and final invoices to suppliers for printing and attachment to parcels.
• Scheduling and Tracking:
  • Coordinate the pick-up of parcels with the respective courier services.
  • Track the status of each shipment regularly and follow up with service centers to expedite or push particular shipments if necessary.
  • Maintain and organize records and documentation for billing purposes.
• Reporting:
  • Notify relevant internal departments (PRs and RND) about shipment details and billing status.

2. Quality Control

• Verification of Shipment Details:
  • Double-check dimensions and gross weight for all incoming and outgoing parcels to ensure accuracy.
  • Update and maintain accurate records on the Inbound & Outbound Monitoring / Tracking Sheet.

3. Shipment Frequency Management

• Frequency and Consolidation:
  • Monitor the frequency of shipments, ensuring efficient consolidation (e.g., grouping shipments once a week).
  • If multiple shipments are required, request prior approval from PRs and RND before booking second or third shipments.

4. Celine Charges & Documentation

• Charge Summary:
  • Prepare a summary of Celine charges and attach the necessary Delivery Receipt (DR) and other relevant documents for processing.

Key Attributes & Requirements

• Attention to Detail:
  The Impex Logistics Assistant must be highly attentive to details and consistently verify information to ensure the accuracy of bookings, invoices, and other documentation.
• Willingness to Work Extra Hours:
  The role requires flexibility in working extra hours, including weekends, to ensure timely processing of important shipments and deadlines.
• Communication Skills:
  Strong ability to communicate clearly and professionally with suppliers, couriers, and internal teams.
• Proactive Problem-Solving:
  Ability to troubleshoot and resolve any issues with shipments, documentation, or courier services, ensuring minimal disruption to the logistics process.
• Organizational Skills:
  Must be able to handle multiple tasks simultaneously and maintain organized records for future reference.
• Technical Competency:
  Familiarity with online courier platforms (DHL, FedEx, UPS) for booking and tracking shipments.
• Experience with Logistics and Shipping:
  Previous experience in logistics, shipping, or a similar administrative role is preferred.