Job Title: Inbound Coordinator
Department: Traffic - Northbound
Office Name: Port Miami
Address: 1630 Port Boulevard
Postal Code: 33132
This position coordinates and checks documents before releasing the cargo to the customer. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Please note applicants out of the geographic region for position applied will not be considered.
- One (1) year of experience relevant to the ocean transportation industry in customer service and/or logistics.
- Intermediate computer skills with MS Word, Excel, Outlook.
- Intermediate to advanced skills in English and Spanish in order to communicate with customers and out port offices, both written and verbally.
- Organized individual; ability to prioritize.
- Excellent customer service skills.
- Ability to establish and maintain effective working relationships with customers and fellow employees and must be able to work under pressure while maintaining an upbeat and professional demeanor.
- Ability to follow procedures and instructions.
- Ability to work with limited supervision; strong initiative.
- Ability to work extended hours, weekends, and holidays as needed.
- High school diploma or equivalent.
DUTIES AND RESPONSIBILITIES:
- Ensure that all pertinent documentation per shipment received are filed in the shared outlook folder in the proper vessel for record keeping and retrieval.
- Respond to calls and emails in a timely and professional manner to include communicate verbally and in writing with customers and with coworkers in the US and abroad with tact, courtesy, and in a positive manner.
- Perform review of documentation to ensure that all out ports adhere to government regulations.
- Check that cargo is properly released by government agencies.
- Coordinate with credit and collections on the handling of customers with credit and any necessary corresponding payments.
- Review bills of lading, delivery orders, and ocean freight payment plus any additional charges prior to release. Coordinate with the auditing department for additional charges.
- Schedule delivery date and times and release to transportation teams.
- Inform the refrigeration mechanics of all equipment that is to be delivered over the road and by railroad in order to prepare for transportation.
- Inform customers of any delays and/or damages.
- Close all vessels within the time frame provided by U.S. Customs for cargo releases.
- Prepare G.O. Paperwork for all the cargo that has not been cleared within the time provided by U.S. Customs. Send all cargoes to appropriate G.O. warehouse.
- Prepare paperless documentation (CF7512) and validate with U.S. Customs by transmitting the bonds and monitor releases in the system.
- Keep transportation department informed of bond numbers.
- Make sure that CPP (USDA) properly releases all cargoes. Inform customers/brokers of any cargo held by CPP (USDA). Assure that the customer is informed if fumigation is required.
- If the cargo requires fumigation, find out if it requires re-stacking with the agriculture inspector. If it requires re-stacking, find out if it is a minor or major.
- Schedule re-stacking with CPP (USDA). Also, coordinate with operations to schedule re-stacking crew. If a major re-stacking is required, request from Reefer department another refrigerated equipment to load the overflow. Prepare work order for the operations department for the re-stacking.
- Request from customers, an authorization letter to prepare cargo for fumigation and temperature setting.
- Send the reefer department notification in regards to temperature setting.
- Coordinate with re-stacking crew when it is completed.
- Coordinate the fumigation of the cargo with the fumigation company. Prepare and send to them a letter of authorization.
- Coordinate with dispatch the move to the fumigation site and release it in the system to them.
- Coordinate with the CPP (USDA) fumigation inspector when the fumigation process is completed. Inform customer and send pick up instructions via computer to dispatch. Inform auditing department of additional charges.
- Heavy phone communications answering any questions and informing customers of situations. Helping customers with U.S. Custom’s clearances, CPP (USDA) procedures, etc.
- Coordinate transfers of damaged equipment with operations. Obtain authorization from customers and contact a surveyor to be present when necessary.
- Coordinate availability for the LTL cargo with the warehouse. Releasing cargo to the warehouse via the AS400.
- Send the warehouse work orders on all LTL.
- Performs additional duties as assigned.
- The employee is continuously required to sit.
- The employee is frequently required to stand and walk.
- The employee must occasionally lift and/or move up to 10 pounds.
- The employee must continuously use hands to finger, handle, feel or operate controls; and reach with hands and arms.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
- Report safety hazards.
- Immediately report incidents involving injury, illness, or property damage.
- Wear appropriate PPE as instructed by immediate supervisor.
- Comply with all company safety policies, procedures and rules.
- Refuse any unsafe task or operation.
- Participate in safety meetings and trainings.
- Be constantly aware of their personal safety and that of their workers.
- The employee is occasionally exposed to dust, fumes, and airborne particles, toxic or caustic chemicals.
- May be required to work holidays and weekends as necessary.
- The noise level in the work environment is usually quiet to moderate.
SUPERVISION RECEIVED AND EXERCISED:
Receives direct supervision from Inbound management personnel. Does not exercise supervision over any position.
- Indoor office - Exposed to controlled temperature and office environment
- The noise level in the work environment is usually low to moderate.
- The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.