Customer Service Document Control & Coordination
Resume:
SMITHA ZACHARIA
ad5zbd@r.postjobfree.com
Shipping & Freight Forwarding Operations and
Documentations management Professional.
PROFILE
Desire challenging career in a
professionally managed, progressive
concern in the field of
information System to utilize my quality
driven professional ethic, result
oriented personality, creative
problem-solving skills while exploring
growth opportunities in the Freight
and Logistics Industry.
Shipping Operations, Import and
Export Coordination, Insurance,
General Accounts, Operations with
Dubai Customs for E-Clearance,
Customer service, Document control
& Oracle ERP.
CONTACT
PHONE:
EMAIL:
ad5zbd@r.postjobfree.com
STRENGTH
• Hardworking
• Proper Follow-ups
• Time Management
• Coordination
WORK EXPERIENCE
• Blue Bell Shipping LLC, Dubai, UAE
[Sr. Operations – Document Control & Coordination] Jan 2017–Apr 2020
Shipping & Freight Forwarding Operations and Documentation clearance with Dubai Customs.
• ADSO LLC Dubai, UAE
[Documentation Executive]
Jan 2016–Dec 2016
Shipping & Freight Forwarding Operations and Documentation clearance with Dubai Customs.
• Far way Shipping Services LLC, Dubai, UAE
[Sr. Shipping Operations & Documentations coordinator] Jan 2013–Dec 2015
Shipping, Trading & Freight Forwarding Operations and Documentation clearance.
• African Sail Sea Cargo LLC Dubai, UAE
[Operations - Documentation]
Jan 2012–Dec 2012
Shipping, Trading & Freight Forwarding Operations and Documentation clearance.
• Blue Bell Shipping LLC Dubai, UAE
[Operations - Documentation & Coordination]
Jan 2006–Dec 2011
Shipping & Freight Forwarding Operations and Documentation clearance with Dubai customs.
SKILLS
Customer Service
Documentations & Clearance
Administrati…
Import & Export Operations
Coordinations
Duties & Responsibilities
• Liaison with Shipping Lines for the vessel arrival & obtain charges related to a job. Arrange for cash/cheque payable to shipping lines through finance team. Getting updates on shipment status and providing the same to the client & Intimation of arrival.
• Customs clearance formalities within team, co-ordinate with transport companies for cargo delivery. Scanning of processed bill of entries to customers & arrange DP world payments on the port charges.
• Arranging delivery in time, Invoicing and follow ups of payments. Coordination of export formalities With Client, Shipping lines, Transporters, Custom and Port Authorities. Sending Load list to the shipping Lines, Passing Export Declaration & Bill of lading details.
• Performing documentation thru E-Mirsal and e-clearance and timely submission of the same with the customs. Arranging delivery in time, Job invoicing, job costing evaluation & submit the file to accounts department for file closing. Invoicing and follow ups of payments.
• Verify and print all emails from agent for import job also check the ETA and Rotation number. Open import job to Flair soft. Entry the D.O charges accordingly. (depending on the shipping line charges and OF for those who need to be collected with OF) & Confirm OF rate from sales team.
• Make a Credit Note for jobs with OF. Prepare NOC letters to shipping line. Verify shipping line charges once received receipt. Follow up any discrepancy.
• Coordinate and follow-up 14days free time to the shipping line and/or china agent and other concerns regarding the shipments. Receive deliveries from couriers and ensure that they are delivered to the appropriate person.
• Co-ordinate with customer for the Export Invoice, Packing list & bill of lading instructions/draft approval process. Collection of delivery order and hand over to the importer upon receipt of bill of lading.
• Ensure all documents in order and processing of clearance in time and according to customer’s schedule. Obtaining rate from shipping line & sending quotations with the assistance of Sr. Manager- Operations.
• Issue D.O to the consignee from time to time. Answer phone calls and consignee inquiries regarding shipment. Update the ETA in the Flair soft and send Arrival Notice for consignees with OF and consignees with special attention.
• Entry Manifest file. Upload Manifest file to Dubai Trade, Once NOC is ready link the NOC Issue D.O to the Consignees (check consignee code, BL stamp etc.). Issue invoice and receipt to the consignee.
• Remark NOC validity date to job folder and handle the cash. Submit daily summary of D.O cash/cheque collection sand Update excel file and notebook. Follow-up 14 days free time to the shipping line and/or china agent and other concerns regarding the shipments.
• Secure all documentations required are complete (Bill draft, payment, ED etc.). Performing documentation thru e-mirsal and e-clearance and timely submission of the same with the customs. Co- ordination with accounts department for the issuance of invoices for customers. Regular follow ups.
• Making necessary arrangements for on-boarding containers in terms of load list/ documentation. Preparing cargo manifest. Follow up by way of tracking vessel schedule, so as to deliver the cargo on time.
• Handling and arranging Cash, cheques for Import clearance. Making necessary plan to offload the containers under D/O validity period. Coordinating with Agents and Passing Export Declaration on time.
• Co-ordinate with customer for the Export Invoice, Packing list & bill of lading instructions. Sending Load list and B/L instruction to shipping line & same to the concern person for approval & confirming and collection of the same.
• Preparing all documents, before cut off time. Arranging day to day transportation to meet our daily needs of our customers. Preparation of CDR & DPC statement at the month end.
• Arranging releases through online booking system and Standard booking format manually as well, from various shipping lines. Ensuring all containers to be inside port, within the restricted time allotted by the Port authorities & Shipping line as well.
• Liaison with Shipping Lines for the vessel arrival & obtain charges related to a job and arrange collection of documents from various customers. Job Registration into the system. Arrange for cash/cheque payable to shipping lines through finance team. Collection of Delivery Order from various shipping lines.
• Sending cargo-arrival-notification to customers followed by reminder notifications on the same for those pending customers. Arrange for customs clearance formalities within operations team, co- ordinate with transport companies for cargo delivery.
• Scanning of processed bill of entries to customers & arrange DP world payments on the port charges. Job invoicing (checklist includes quote agreement copies, payment terms agreement & job costing evaluation) & finally pass the file to accounts department for file closing.
• Liaison with shipping lines for the best export rates & follow up for container release/acceptance pertaining to a job. Co-ordinate with transport companies for the export container placement.
• Arranging release of containers, transportation and acceptance of the same to the port. Overall co- ordination of export formalities With Client, Shipping lines, Transporters, Custom and Port Authorities.
• Follow ups for the booking, arranging transport and preparations of export documents and follow up of exits if any, up to collection of bill of lading. Follow ups of payment to Shipping lines, Transporters and Customs Ports authority. Attending customer queries for imports. Follow ups for the confirmation. Collection of delivery order and hand over to the importer upon receipt of bill of lading with proper endorsements.
• Customer master file updating & Product retail pricing entry in the system, verification and obtaining approval from Receivable Accountant and Sales Manager and Finance Director.
• Entry of sales order in a system, in line with system discount/ approved special discount per authority matrix, for each customer as per PO. Marine and Road Transport insurance coverage declaration for export.
• Secondary check of the duplication of PO's and sales orders and return orders with customers POs, Item Nos, Quantity and Net prices in line with budgeted discounts or special approvals. Reporting back the discrepancies in customers PO's to salesman to follow-up with customers and follow up to get the corrected ones, duly.
• For export shipments, checking the stock availability, enter all items in ERP system (Oracle EBS) and change the discount price to each customer. Once verification done, then pull out the Sales Order and packing list from the system then prepare IOT, Receipts and export to concerned location. Once Packing List is submitted to concerned department then the agent will send to Metrology department for approval. Finally Consolidate the shipment after preparing Makasa Invoice and packing list. Educational Qualifications
Graduated in Bachelor of Commerce from Kerala University, Kerala, India in the Year 2004. Currently pursuing Post Graduation in M.Com.
Technical Qualifications
Have completed the secretarial training course certificate from Nadia Training Institute, Dubai.
Completed O' Level course of 'DOEACC' Ministry of communication and Information technology.
Operating knowledge in Tally, Microsoft Word & Excel. Well versed in usage of E-mail & Internet. Personal Information
Marital Status : Married
Nationality : Indian
DOB :13/01/1982
Languages Known : English, Hindi & Malayalam
UAE driving license : YES
Strengths
Good Communication Skills, Good in Public relations, Exception handling & Efficient in all group Activities. Personal Traits
Hard working, punctual, accepting tasks involving responsibilities, Good Communication skill Delegation and willing to learn new concepts.
Declaration
I hereby declare that the above details are true in the best of my knowledge and belief. Dubai SMITHA ZACHARIA
Contact this candidate