Executive - DPIS, Operations - #1133474

Role Purpose

The Executive in Operations will be responsible for supporting the operational execution of logistics projects across Air, Sea, and Road transport modes, as well as warehousing operations. This role ensures that all shipments, inventories, and deliveries are handled efficiently, and in line with project requirements. Additionally, the Executive will manage costing, invoicing, and job closing to ensure financial accuracy and client satisfaction. The position demands seamless coordination between teams and a strong focus on operational efficiency and client satisfaction.

Key Responsibilities

Operational Execution (Air, Sea, Road, Warehousing)

- Shipping Coordination: Manage and execute shipments across all modes of transportation (air, sea, road) to ensure smooth and timely delivery.
- Warehousing Operations: Oversee warehousing functions, ensuring efficient storage, retrieval, and dispatch of goods. Ensure all operations comply with relevant safety and quality standards.
- Transportation Scheduling & Routing: Plan and coordinate optimal transportation routes and schedules to minimize delays and reduce costs.
- Customs Clearance & Documentation: Ensure compliance with all necessary customs regulations and documentation for international shipments. Liaise with customs authorities and freight forwarders to ensure smooth clearance.
- Shipment Tracking: Monitor shipments in transit, ensuring that all goods are delivered on time and addressing any issues or delays promptly.

Costing & Invoicing

- Costing Management: Develop accurate project costings for air, sea, and road transportation as well as warehousing services. Ensure that project costs are closely monitored and kept within budget.
- Invoice Management: Prepare and issue invoices to clients based on completed shipments, warehousing services, and other logistics operations. Ensure that invoices are accurate, complete, and issued on time.
- Cost Control: Regularly review costs for transportation and warehousing services, ensuring that all services provided are cost-effective and efficient. Implement cost-saving measures where possible without compromising service quality.
- Billing Discrepancies: Address any discrepancies in billing or invoicing by coordinating with finance, customers, and vendors to resolve issues promptly.

Job Closing & Reporting

- Job Closing: Ensure the successful closure of all logistics jobs, including finalizing invoices, resolving any outstanding operational issues, and completing all project documentation.
- Progress Reporting: Regularly update senior management on the status of all jobs, highlighting any challenges or delays, and ensuring projects are progressing according to schedule.
- Job Completion Reports: Prepare detailed reports for job closure, ensuring all aspects of the project are accounted for, and any outstanding issues are documented and addressed.

Problem Solving & Customer Communication

- Issue Resolution: Address operational issues promptly, including delays, damages, and discrepancies in inventory. Provide solutions and implement corrective actions to prevent recurrence.
- Customer Communication: Maintain clear and timely communication with clients regarding shipment status, project timelines, and any operational issues. Address client concerns and provide updates on progress.
- Customer Satisfaction: Ensure high levels of customer satisfaction by resolving issues effectively, meeting deadlines, and providing professional communication throughout the process.

Documentation & Compliance

- Documentation Management: Ensure all shipping and operational documentation (e.g., invoices, customs declarations, packing lists, and bills of lading) are accurately prepared, filed, and maintained in compliance with regulatory standards.
- Regulatory Compliance: Ensure that all shipments and operations comply with local and international regulations, including customs, transport, and safety standards.

Requirements

- Degree in Logistics, Business, or a related field (Preferred)
- PMP (Project Management Professional) certification or similar (Preferred)

- 3–5 years of logistics or operations experience, with experience in air, sea, road transportation, and warehousing operations.
- Proven experience in costing, invoicing, and job closing for logistics or project-based services.

- Experience managing full logistics operations, from planning and execution to financial management and client interaction.

- Logistics Operations Knowledge: Solid understanding of logistics processes, including freight management, warehousing, and customs clearance.
- Costing & Financial Management: Ability to develop accurate cost estimates, manage budgets, and handle invoicing and billing for logistics services.
- Problem-Solving & Decision-Making: Strong ability to identify issues, develop solutions, and make decisions quickly to keep operations running smoothly.
- Customer Service & Communication: Ability to communicate effectively with clients, vendors, and internal teams, ensuring smooth operations and high customer satisfaction.
- Attention to Detail: High level of attention to detail in documentation, schedules, and inventory management.
- Multitasking & Time Management: Ability to handle multiple tasks simultaneously and manage time effectively in a fast-paced environment.