Senior Operations Administrative Assistant

Import Coordinator

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Explore your next opportunity at a Fortune Global 500 organization. Envision innovative possibilities, experience our rewarding culture, and work with talented teams that help you become better every day. We know what it takes to lead UPS into tomorrow—people with a unique combination of skill + passion. If you have the qualities and drive to lead yourself or teams, there are roles ready to cultivate your skills and take you to the next level.

Job Description:

Duties and Responsibilities

• Monitor all inbound and outbound shipments daily to ensure timely deliveries in accordance with agreed timelines also work with transport teams to plan and schedule shipments, ensuring that deadlines and client specifications are met.
• Provide timely responses to customer inquiries regarding pickup, delivery schedules, tracking, and any potential delays.
• Maintain and update Maestro systems, ensuring that all milestones, such as pickup, transit, and delivery, are properly recorded.
• Track shipments and proactively follow up with teams to address any delays or discrepancies in real-time
• Collaborate with other teams such as warehouse operations, transportation, and customer service to ensure smooth execution of all logistics tasks.
• Perform regular checks on shipments to confirm that packaging, labeling, and documentation meet regulatory requirements
• Proactively identify and resolve issues related to shipment delays, miscommunications, or documentation errors
• Notify discrepancies to the relevant department, agent, or Marken office and update the Maestro system accordingly.
• Confirm that shipments are ok to ship to their destination, ensuring all documentation is in place and correct prior to pickup Obtain the Master Airway Bill (MAWB) and consignment instructions for each shipment
• Define and plan the best possible route to dispatch shipments to their destination, considering any specific customer or regulatory requirements also Ensure that routes are optimized for cost, efficiency, and timeliness.
• Obtain a booking with the airline for international shipments and consign the MAWB as instructed, Enter the Route Leg for international flights in Maestro, detailing all shipment transit steps and Send Alerts through Maestro to notify relevant teams about shipment statuses and updates.
• Coordinate with the Dispatch Team to ensure that shipments are dropped off at the airline or other relevant locations according to the respective Standard Operating Procedures (SOPs).
• Take responsibility for handling irregularities, ensuring that any issues are promptly addressed, reported, and resolved.
• Perform additional administrative tasks as needed, such as updating records, preparing reports, or handling ad-hoc requests from the management team.

General 

• A strong understanding of logistics, shipment processing, and international shipping standards
• Strong communication skills for interacting with customers, drivers, and internal teams.
• Ability to handle shipment discrepancies and operational challenges quickly and efficiently.
• Ability to manage multiple shipments and tasks concurrently, ensuring all deadlines are met.
• Ability to work effectively both as a team player and independently.
• Ability to use Microsoft Office tools to enhance efficiency and organize work processes.
• A Strong leadership ability to guide, motivate, and manage a team and perform as backup-supervisor to handle the branch

Employee Type:

Permanent

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.

Experience Level

Entry Level