PROM Export Coordinator

Job description

PROM Export Coordinator

Houston, TX USA

Job description

The PROM Coordinator is Kuehne & Nagel's primary contact for any PROM Export customer shipment and service. The coordinator is responsible for intercepting phone / email orders, keying orders into system, conducting follow up phone calls to customer / requestors. The coordinator is responsible for all communication between the various departments within KN and its customers and, therefore must exercise the highest quality of service and etiquette. Must be able to process PROM Export shipments with high accuracy by using proprietary forwarding applications. Including but not limited to filing AES, process bookings with carriers, clearly communicate with customers, providing timely quotes to customers, production of internal documentation, updating export statuses, arranging pick up of cargo, processing invoices and handling e-mail queries from both customers & Kuehne + Nagel offices alike. Execution shall be performed in line with company operational procedures, seafreight standards and compliance guidelines with focus on ensuring operational excellence and customer service in collaboration with other team members. Requires a high degree of quantifiable and qualifiable results with regard to accurate, complete, and timely response to internal and external reporting. Assume full responsibility for any operational activities for existing and current PROM export business.

Your tasks and responsibilities

Variety Of Duties, Including But Not Limited To The Following:

Customer Service Duties
• Obtaining, checking documentation to meet Export Compliance requirements, compliance with other countries' regulations and fiscal regimes.
• Consolidation services by air, sea and road, ensuring cost-effective methods are utilized.
• Responding to an extremely high volume of email correspondence from the suppliers, packer, client and road transporters.
• Utilizing e-commerce, internet technology and our tracking system to track shipments and update the client and/or US suppliers as to current status of material.
• Arranging collection of freight from vendor's door to the designated export packing facility as well as quoting costs for collection per the agreed rate tariff.
• Rate quoting for air and sea shipments based on client agreements
• Coordinate with Air Export to move critical shipments via air based on best possible method via commercial and/or cargo aircraft.
• Arrange Sea Freight bookings and coordinate shipments with Sea Export Operations
• Making special arrangements for transporting high dollar material via dedicated trucks per client requirements
• Arranging courier shipments
• Maintaining communication and control through all phases of the journey
• Maintaining current knowledge of relevant legislation, political situations and other factors that could affect the movement of freight

Sea Export Duties
• Coordinate with shippers, truckers and steamship lines for the export of shipments; complete process of shipment includes: arranging for cargo collection and inland transportation, booking, document preparation (bill of lading, billing invoice, certificate of origin and/or AES if applicable), forwarding, follow up with tracking and tracing, data quality requirements, FSL, problem identification/resolution where capable/authorized.
• Ensure highest level of data quality by processing the shipment accurately
• Review and insure alignment of shipping instructions (SOP's/ABT, SIC…) including to clarify any deviations/conflicts taking country regulations, export compliance and rate and routing information into consideration
• Compliance with US Export Control Laws and Regulations
• Responsible to insure quality of documents incl. match between data entry and documents, proof reading of commercial documents and OBL
• Manage vendors and exceptions including shipment rolling
• Monitor file for profitability including validation of buying vs selling rates and credit limits, reporting of deviations to P/L (owners) if not resolvable at desk level
• Monitor operational performance of carriers and other vendors and escalate / create awareness if performance and commitments are not being delivered
• DGM (Dangerous Goods) Compliance, if applicable
• Resolve issues respective to meeting client requirements, data input and general customer service inquires
• Highest quality of Customer Service. Responsibilities include maintaining communication with vendor, shipper, customer, carrier and K+N overseas offices throughout the process
• Handle and manage all customer contact at file level regarding exceptions
• Increasing customer service satisfaction and business share through proactive and regular customer contact
• Overall responsibility for file maintenance, FSL, timely and accurate billing, job costing forecast accuracy, e-filing and KPI's
• Resolve billing discrepancies and discrepancies against client SOP's
• Insure approval for credit notes and/or invoice reversals before issuance
• Timely distribution of billing packages and commercial documents in accordance with shipper's, K+N and/or destination country requirements
• Initiate and resolve any rate discrepancies
• Immediately report problems, operation disputes or discrepancies to supervisor, manager, divisional manager or branch manager.
• Work with Sales on Account implementation, ensuring a smooth transition from sales to operations
• Read and work in accordance with Quality Management Work Instructions and QHSE procedures (ISO9001).
• Any other duties as requested

Air Export Duties
• Adhere to Kuehne + Nagel policy and procedures and ensure that all work is carried out to pre- set service levels.
• Ensure all areas of Finance (Vendor Invoices, Clearing Invoices, FSL) are handled/maintained to a 1st class standard and all queries are addressed and resolved as soon as possible.
• Maximize profitability on all files handled, being cost conscious at all times.
• Credit check all files according to Kuehne + Nagel policy, and escalate irregularities where appropriate.
• Ensure all filing, both physical and electronic, is done regularly and accurately.
• Ensure all correspondence, relevant to a specific job file, is kept in the job file at all times.
• Ensure that all actions are recorded on the job files.
• Adhere to all accreditations at all times (i.e.: ISO9001 (Quality)).
• Build close, strong relationships with all customers, Kuehne + Nagel offices, overseas agents and service providers.
• Identify areas of improvement to current business practices, operational processes, cost control, customer service and attention to detail.
• Other duties as required by your supervisor/manager.
• Dangerous goods handling

Required to perform a variety of duties as outlined in Operational Procedures in support of the organizations / branch's / divisional export activities.

Your skills and experience

• Ideal candidate will have 2-3 years relevant experience in freight forwarding / current industry experience.
• Ideal candidate will have 3-5 years relevant experience in customer service, airfreight / seafreight forwarding.
• Good working knowledge of domestic and international geography, including countries, major cities, air/ sea ports; basic knowledge of U.S. Administration Regulations (FMC, EAR, Hazmat) and other government agency requirements
• Excellent communication skills, both verbal and written
• Good judgment skills
• Proficient in MS Office Applications and PC Skills
• Flexible and able to work under pressure
• In depth knowledge of export procedures (both airfreight and seafreight)
• Ability to be profit conscious
• Ability to work with demanding deadlines
• Work effectively via phone, fax, e-mail.
• Good planning and organization skills; ability to multitask and be a self-starter Organizational skills (prioritize, plan, assign, control)
• Ability to work independently as well as part of a team
• Ability to establish priorities and accomplish multiple tasks
• Must be detail oriented, thorough and accurate and have the ability to efficiently solve problems
• Proven analytical and problem solving skills
• Handle and manage all customer complaints – issuance of root cause analysis and formulation of set of corrective measures

Problem Solving & Decision Making Skills
• Resolve issues respective to meeting client requirements, data input - general customer service inquiries related to tracking & tracing.
• Resolve billing discrepancies and discrepancies against client SOP's.

Education - Requirement
• College a plus or equivalent experience

Behaviors:
• Demonstrating Drive + Commitment
• Fostering Collaboration + Teamwork
• Driving Business + Solutions
• Championing Innovation + Transformation
• Developing Self + Others
• Delving Customer Excellence

Good reasons to join

We offer competitive compensation, a comprehensive benefits package, employee discounts, tuition reimbursement, excellent training programs and a highly dynamic global work environment.

Contact

Kuehne + Nagel Inc - New York - Head Office
10 Exchange Place
Jersey City, NJ 07302-3920

About Kuehne + Nagel

With over 79,000 employees at some 1,300 locations in over 100 countries, the Kuehne + Nagel Group is one of the world's leading logistics companies. Its strong market position lies in the seafreight, airfreight, contract logistics and overland businesses, with a clear focus on providing IT-based integrated logistics solutions. Further information can be found at www.kuehne-nagel.com

Learn more >>

kncareers.com

Reference Number: req41427

Kuehne + Nagel Inc. is an Equal Employment Opportunity/Affirmative Action Employer and does not discriminate on the basis of race, color, creed, religion, sexual orientation, sex, age, national origin, gender, gender identity, genetic information, uniform service, protected veteran status or disability, or any characteristic protected by federal, state, or local law with respect to employment opportunities.

Desired profile

PROM Export Coordinator

Houston, TX USA

Job description

The PROM Coordinator is Kuehne & Nagel's primary contact for any PROM Export customer shipment and service. The coordinator is responsible for intercepting phone / email orders, keying orders into system, conducting follow up phone calls to customer / requestors. The coordinator is responsible for all communication between the various departments within KN and its customers and, therefore must exercise the highest quality of service and etiquette. Must be able to process PROM Export shipments with high accuracy by using proprietary forwarding applications. Including but not limited to filing AES, process bookings with carriers, clearly communicate with customers, providing timely quotes to customers, production of internal documentation, updating export statuses, arranging pick up of cargo, processing invoices and handling e-mail queries from both customers & Kuehne + Nagel offices alike. Execution shall be performed in line with company operational procedures, seafreight standards and compliance guidelines with focus on ensuring operational excellence and customer service in collaboration with other team members. Requires a high degree of quantifiable and qualifiable results with regard to accurate, complete, and timely response to internal and external reporting. Assume full responsibility for any operational activities for existing and current PROM export business.

Your tasks and responsibilities

Variety Of Duties, Including But Not Limited To The Following:

Customer Service Duties
• Obtaining, checking documentation to meet Export Compliance requirements, compliance with other countries' regulations and fiscal regimes.
• Consolidation services by air, sea and road, ensuring cost-effective methods are utilized.
• Responding to an extremely high volume of email correspondence from the suppliers, packer, client and road transporters.
• Utilizing e-commerce, internet technology and our tracking system to track shipments and update the client and/or US suppliers as to current status of material.
• Arranging collection of freight from vendor's door to the designated export packing facility as well as quoting costs for collection per the agreed rate tariff.
• Rate quoting for air and sea shipments based on client agreements
• Coordinate with Air Export to move critical shipments via air based on best possible method via commercial and/or cargo aircraft.
• Arrange Sea Freight bookings and coordinate shipments with Sea Export Operations
• Making special arrangements for transporting high dollar material via dedicated trucks per client requirements
• Arranging courier shipments
• Maintaining communication and control through all phases of the journey
• Maintaining current knowledge of relevant legislation, political situations and other factors that could affect the movement of freight

Sea Export Duties
• Coordinate with shippers, truckers and steamship lines for the export of shipments; complete process of shipment includes: arranging for cargo collection and inland transportation, booking, document preparation (bill of lading, billing invoice, certificate of origin and/or AES if applicable), forwarding, follow up with tracking and tracing, data quality requirements, FSL, problem identification/resolution where capable/authorized.
• Ensure highest level of data quality by processing the shipment accurately
• Review and insure alignment of shipping instructions (SOP's/ABT, SIC…) including to clarify any deviations/conflicts taking country regulations, export compliance and rate and routing information into consideration
• Compliance with US Export Control Laws and Regulations
• Responsible to insure quality of documents incl. match between data entry and documents, proof reading of commercial documents and OBL
• Manage vendors and exceptions including shipment rolling
• Monitor file for profitability including validation of buying vs selling rates and credit limits, reporting of deviations to P/L (owners) if not resolvable at desk level
• Monitor operational performance of carriers and other vendors and escalate / create awareness if performance and commitments are not being delivered
• DGM (Dangerous Goods) Compliance, if applicable
• Resolve issues respective to meeting client requirements, data input and general customer service inquires
• Highest quality of Customer Service. Responsibilities include maintaining communication with vendor, shipper, customer, carrier and K+N overseas offices throughout the process
• Handle and manage all customer contact at file level regarding exceptions
• Increasing customer service satisfaction and business share through proactive and regular customer contact
• Overall responsibility for file maintenance, FSL, timely and accurate billing, job costing forecast accuracy, e-filing and KPI's
• Resolve billing discrepancies and discrepancies against client SOP's
• Insure approval for credit notes and/or invoice reversals before issuance
• Timely distribution of billing packages and commercial documents in accordance with shipper's, K+N and/or destination country requirements
• Initiate and resolve any rate discrepancies
• Immediately report problems, operation disputes or discrepancies to supervisor, manager, divisional manager or branch manager.
• Work with Sales on Account implementation, ensuring a smooth transition from sales to operations
• Read and work in accordance with Quality Management Work Instructions and QHSE procedures (ISO9001).
• Any other duties as requested

Air Export Duties
• Adhere to Kuehne + Nagel policy and procedures and ensure that all work is carried out to pre- set service levels.
• Ensure all areas of Finance (Vendor Invoices, Clearing Invoices, FSL) are handled/maintained to a 1st class standard and all queries are addressed and resolved as soon as possible.
• Maximize profitability on all files handled, being cost conscious at all times.
• Credit check all files according to Kuehne + Nagel policy, and escalate irregularities where appropriate.
• Ensure all filing, both physical and electronic, is done regularly and accurately.
• Ensure all correspondence, relevant to a specific job file, is kept in the job file at all times.
• Ensure that all actions are recorded on the job files.
• Adhere to all accreditations at all times (i.e.: ISO9001 (Quality)).
• Build close, strong relationships with all customers, Kuehne + Nagel offices, overseas agents and service providers.
• Identify areas of improvement to current business practices, operational processes, cost control, customer service and attention to detail.
• Other duties as required by your supervisor/manager.
• Dangerous goods handling

Required to perform a variety of duties as outlined in Operational Procedures in support of the organizations / branch's / divisional export activities.



• Ideal candidate will have 2-3 years relevant experience in freight forwarding / current industry experience.
• Ideal candidate will have 3-5 years relevant experience in customer service, airfreight / seafreight forwarding.
• Good working knowledge of domestic and international geography, including countries, major cities, air/ sea ports; basic knowledge of U.S. Administration Regulations (FMC, EAR, Hazmat) and other government agency requirements
• Excellent communication skills, both verbal and written
• Good judgment skills
• Proficient in MS Office Applications and PC Skills
• Flexible and able to work under pressure
• In depth knowledge of export procedures (both airfreight and seafreight)
• Ability to be profit conscious
• Ability to work with demanding deadlines
• Work effectively via phone, fax, e-mail.
• Good planning and organization skills; ability to multitask and be a self-starter Organizational skills (prioritize, plan, assign, control)
• Ability to work independently as well as part of a team
• Ability to establish priorities and accomplish multiple tasks
• Must be detail oriented, thorough and accurate and have the ability to efficiently solve problems
• Proven analytical and problem solving skills
• Handle and manage all customer complaints – issuance of root cause analysis and formulation of set of corrective measures

Problem Solving & Decision Making Skills
• Resolve issues respective to meeting client requirements, data input - general customer service inquiries related to tracking & tracing.
• Resolve billing discrepancies and discrepancies against client SOP's.

Education - Requirement
• College a plus or equivalent experience

Behaviors:
• Demonstrating Drive + Commitment
• Fostering Collaboration + Teamwork
• Driving Business + Solutions
• Championing Innovation + Transformation
• Developing Self + Others
• Delving Customer Excellence

Good reasons to join

We offer competitive compensation, a comprehensive benefits package, employee discounts, tuition reimbursement, excellent training programs and a highly dynamic global work environment.

Contact

Kuehne + Nagel Inc - New York - Head Office
10 Exchange Place
Jersey City, NJ 07302-3920

About Kuehne + Nagel

With over 79,000 employees at some 1,300 locations in over 100 countries, the Kuehne + Nagel Group is one of the world's leading logistics companies. Its strong market position lies in the seafreight, airfreight, contract logistics and overland businesses, with a clear focus on providing IT-based integrated logistics solutions. Further information can be found at www.kuehne-nagel.com

Learn more >>

kncareers.com

Reference Number: req41427

Kuehne + Nagel Inc. is an Equal Employment Opportunity/Affirmative Action Employer and does not discriminate on the basis of race, color, creed, religion, sexual orientation, sex, age, national origin, gender, gender identity, genetic information, uniform service, protected veteran status or disability, or any characteristic protected by federal, state, or local law with respect to employment opportunities.