Nov 18, 2019Full time
On behalf of our esteemed client, based in Malta , we are looking for a Shipping and Freight forwarding Assistant to join their dynamic and professional team. Responsibilities / Objectives: Obtain freight quotations for both import and export shipments Quote on all known shipments to increase potential hit rate Quote to clients for both import and export shipments Keep log of all quotations received, issued and profit per shipment Weigh and measure goods for export Print shipping documents including; invoices, packing lists, AWB/BOL, Customs Documents and all related documents Create worksheet (freight file) for every job and list all related details and services Prepare cargo for export (check condition of goods, labels etc.) Coordinate with Stores and Operations Depts. for location and loading of cargo Identify Customs Process required Process Customs documents Maintain a Customs Entries File with all related records Issue Form B (Cargo Exit Note) Liaise with company Customs Clearance officer or subcontracted hauler to collect original shipping documents, process payment and collect shipment Monitor status of shipments and update clients accordingly Register worksheet daily on freight register on a weekly rotation Pass worksheet to Operations Dept. (Stores) to input on the Stock System Chase and file supplier’s invoices Ensure that worksheet is complete, all services used are ticked, all expenses incurred are accounted for and there are no missing documents Input worksheet in accounts system Finalize worksheets for processing by accounts Split and scan worksheet, upload on cabinet and pass to accounts Follow up on incoming shipments Make sure all documents required are available and communicate accordingly to avoid any issues upon arrival of the cargo in Malta Issue Customs documents prior to collection where applicable Collect money for debit agencies from Accounts Dept. where applicable Issue consignment tickets when required Liaise with Operations Dept. (Stores) for stock number (MSV) and cargo allocation Compile Form A (Cargo Entry Note) Inform clients upon arrival of cargo and check if there are any additional instructions Carry out duties as instructed by the Shipping Manager / Team Leader. Have basic overview knowledge related to freight forwarding matters, shipping and vessel movements. Contributes to team effort by maintaining ongoing communication with other departments and team members. Inform Master to submit pre-arrival pro-formas as required by Transport Malta Check with Operations Dept. on the preferred berth to be assigned to the vessel If the company’s quay is not available, check availability with other terminal operators such as; Malta Freeport, VGT, Viset, Oil Tanking etc. Check with Client Support Team Leader on the person on duty to assist during Free Pratique Log on all vessel related details and information related to each particular portcall on Transport Malta’s Portnet online system Ensure that permission has been granted from Transport Malta to allow the vessel to enter Maltese Territorial Waters Inform Port Control, Pilots, Pilot Launch, mooring men and tugs when required about ETA of vessel Prepare file with arrival documents for Free Pratique of vessels Prepare ship-generated waste declaration receipts for all vessels. After these documents are signed by master hand on to person in charge for processing in accordance with Transport Malta’s requirements Forward cargo related documents (manifests) to the Operations Dept. To organize offloading of cargo Order and coordinate supply of water if required Apply for renewal of ship sanitation certificate and coordinate the visit accordingly when required Organise conveyance boat service for cargo to be loaded on vessels/ rigs within/outside territorial waters and/or for crew changes when required Coordinate with other internal departments about vessel movements Prepare mail of vessels for shipment and prepare Service Requisition Order. Keep contact with the vessel charterer/owner on the E.T.D. of the vessel Notify Master of the departure time and instruct Master to prepare the departure documents Check with Client Support Team Leader on the person on duty to process the vessel’s clearance Once clearance is given and vessel is ready to sail, advise pilot on duty, mooring men and tugs when necessary with the vessel’s E.T.D. Check and tag invoices for subcontracted services related to vessel movements once received and process to the Accounts department Make respective filing within department Send vessels movement report on a monthly basis to Malta Freeport Terminals Register all vessels with vessel name, ETA and time and ETD and time and agents name on the Vessel Movements register Prepare and maintain an overall Vessel Detail Register Keep a copy and file all vessel related certificates for each vessel both hard and soft copies Requirements; A ‘Level standard of education. Previous experience in similar role and/or business In possession of an ECDL Licence. Clean Driving License and car Excellent communication skills in both English and Maltese Ability to organize and prioritize work to meet competing demands. Able to multi-task with minimum supervision. Good interpersonal skills with ability to build working relations Very well organized and ready to work in a dynamic environment Willing to work flexible hours including weekends and public holidays To find out more about this great opportunity and many others, get in touch with the SpotOn Connections team. We have options for speakers of many languages across Europe with positions based in Greece, Portugal, Germany, Ireland, Malta, Gibraltar, UK, Czech Republic, and elsewhere. We offer a 250 euro ‘refer a friend’ bonus for successfully placed candidates, so please send us any candidates that you feel might be suitable for this role. Get in touch with us to kickstart your career today!