1. JOB PURPOSE & MAIN MISSIONS:

   • Serve as the file owner from initiation to archiving.
   • Drive execution of each file by coordinating and mobilizing the appropriate internal and external resources.
   • Ensure end-to-end file lifecycle management in alignment with internal SOPs and client expectations.

   2. POSITION IN THE ORGANIZATION CHART

   Reports directly to the Client Operations Manager.
   • Initiate the file :
   Ø Create the file in the business software after receiving instructions from the COM
   Ø Check all documentation required (TO, B/L, commercial invoices…) and request missing documentation to the client only through the COM
   Ø Launch the file printing and collection
   Ø Place documentation in the file folder
   Ø Update of the ship call date in the business software
   Ø Creation of cash clients in the business software (before COM validation)

   • Process/Push the file through the different stages
   Ø Must know at all-time what is the process status of each file within the scope
   Ø Require actions from each file process protagonist following the SOPs in place:
   Request Verification/Tally operation to be done & follow the process
   Require declarant actions once the ship’s arrival is known
   Push for customs invoicing and ensure correct dispatch (after COM validation)
   Organize/support customs payment procedure (customs clerk)
   Request & Get the customs delivery order from the customs clerk
   Issue transport delivery order and give it to the delivery clerk
   Collect proof of delivery
   Request services invoicing & control it & give it to dispatch after COM validation

   • Update the business software
   Ø Update the business software every time a process step is achieved: customs duties & taxes amount, declaration number, transport delivery order, back from delivery…

   • Check gross margin & disbursements about quotation
   Ø Check supplier’s invoices in terms of amount and purpose (consistency regarding reference quotation) and perform file allocation before COM validation
   Ø Check the client invoices and corresponding attachments (announced in the quotation)
   Ø Check the disbursements of each file (comparison with the quotation)
   Ø Alert/Inform N+1 when significant discrepancy (debit or credit) between disbursements and initial estimation (quotation)

   • Documentation Management
   Ø Control at each step that all relevant/expected documentation is placed in the file folder (including emails)
   Ø Check the attachments joined to the invoices to be sent to the client (must correspond to what is expected by the client and defined in the quotation)

   • Reporting & Escalation
   Ø Alert management in case of operational issues (significant or not)
   Ø Inform management of any information relevant to our business activity or environment
   Ø Identify issues raised during operations processing whether in scope or not

Profile

6. PERFORMANCE TARGETS
   • 100% target on Quality-of-service KPI (including Client’s KPI)

   7. PERSONAL QUALITIES REQUIRED

   • Organised
   • Team player
   • Self Starter
   • Problem Solver
   • Ability to work to tight deadlines
   • Ability to push people to a common goal.

   8. REQUIRED SKILLS
   • Minimum of a Degree in Logistics, Supply Chain, Business Administration, or related field.
   • At least 2 years of experience in clearing and forwarding operations.
   • Proven experience (minimum 2 years) in customer service or client-facing role, preferably in logistics or freight forwarding.
   • Proficient in Microsoft Office Suite
   • Comfortable with professional email communication
   • Excellent verbal and written communication skills

   9. TOOLS

   • Business software (SPOT, Pegasus, Way)
   • Standard Operating Procedures