Air Freight Operations & Documentation Coordinator to oversee the logistical and financial
aspects of our air freight operations. This role involves managing day-to-day operations,
ensuring compliance with regulations, and maintaining accurate financial records. The ideal
candidate will possess strong organizational skills, attention to detail, and the ability to work
collaboratively across departments.
 

Job Responsibilities:
 

1. Operations Management

• Oversee daily air freight operations to ensure timely and efficient shipment
  processing.
• Coordinate with airlines, customs agents, and other service providers to facilitate
  smooth operations.
• Ensure compliance with local and international regulations and standards
• Handling import and export in-transit shipments
• Monitor and manage cargo handling, including loading and unloading processes.
• Implement and maintain operational procedures to improve efficiency and reduce
  costs.
• Address and resolve any operational issues or delays promptly.
• Follow up with customs agents to ensure timely operations and cost control.
   

2. Rate Negotiation

• Negotiate rates with airlines, agents, and other service providers.
• Ability to analyze costs submitted by service providers, and to produce organized
  and easy-to-understand quotations to send out to clients and partners.
• Build personal relationships with each and every airline and know who the people
  in charge are to obtain best possible market rates and increase inquiry
  conversion.
• Collaborate with the sales team to ensure alignment of actions and to avoid
  foreseeable mistakes and misunderstandings.
• Build relationships with various service providers to ensure we remain flexible,
  improving our cost efficiency and profitability.
• Be our eyes and ears at the airport, understanding competitor operations and
  costs, regularly comparing and criticizing them in relation to our own operations
  and costs

3. Accounting and Financial Management

• Maintain accurate financial records related to air freight operations, including
  invoicing, billing, and expense tracking.
• Ensure careful coordination with the accounting team by reviewing and approving
  all expense and income sheets before finalizing the issuance of due invoices,
  ensuring accuracy and avoiding any discrepancies with our agents and service
  providers payments.
• Process and reconcile payments with airlines, agents, and service providers.
• Prepare financial reports and statements for management review.
• Monitor and manage budget and expenditure for the air freight department.
   

4. Documentation and Compliance

• Ensure all necessary documentation for shipments is complete and accurate.
• Maintain records of shipments, including bills of lading, airway bills, and customs
  declarations.
• Stay updated on regulatory changes and ensure compliance with customs and
  transportation laws.
   

5. Collaboration and Communication

• Work closely with the Sales & Pricing team to align operations with sales
  strategies.
• Communicate effectively with external partners, including airlines, customs
  agents, and service providers.