Shipping Coordinator

Roles and responsibilities

Shipping Operations & Coordination:

• Plan Shipments: Coordinate with internal departments (sales, procurement, production, etc.) to plan and schedule shipments, ensuring timely delivery to customers or other facilities.
• Negotiate with Carriers: Communicate with shipping carriers, freight forwarders, or logistics providers to determine shipping rates, schedules, and best delivery methods. Negotiate pricing and service levels.
• Monitor Shipments: Track and monitor shipments from origin to destination, ensuring timely and accurate deliveries. Address any delays or disruptions quickly to avoid customer inconvenience.

Documentation & Compliance:

• Prepare Shipping Documents: Ensure all necessary shipping documents (e.g., bills of lading, commercial invoices, packing lists, customs declarations) are prepared and accurate for each shipment.
• Customs & Import/Export Compliance: Ensure compliance with international shipping regulations, including customs documentation and any applicable tariffs or duties. Work closely with customs brokers to ensure smooth import/export processes.
• Maintain Records: Maintain accurate and up-to-date records for shipments, deliveries, returns, and inventory management. Ensure records comply with company policies and legal requirements.

Inventory Management:

• Coordinate with Warehousing Teams: Work with warehouse and inventory teams to ensure the availability and proper packaging of goods for shipping.
• Manage Stock Levels: Track inventory levels and ensure that shipments are sent in accordance with demand forecasts or orders, preventing overstock or stockouts.

Customer Service & Problem Resolution:

• Customer Liaison: Communicate with customers regarding shipping schedules, delays, or any issues with shipments. Provide updates and address concerns promptly.
• Handle Shipping Issues: Resolve shipping discrepancies, such as damaged goods, shipping delays, or lost packages, by working with suppliers, carriers, or customers to find solutions.
• Returns Management: Coordinate the return of goods if needed, ensuring that proper documentation and procedures are followed for returns or exchanges.

Cost Control & Budgeting:

• Monitor Shipping Costs: Oversee shipping expenses to ensure they align with the company’s budget. Identify opportunities to reduce shipping costs without compromising service quality.
• Review Invoices: Review and approve shipping invoices from carriers and freight forwarders, ensuring that charges are accurate and aligned with agreed terms.

Operational Efficiency & Process Improvement:

• Optimize Shipping Routes and Methods: Continuously evaluate shipping methods, routes, and carrier options to improve efficiency, speed, and cost-effectiveness.
• Process Improvement: Identify and implement improvements in the shipping process to increase efficiency and reduce errors or delays. This could involve automation tools, new software, or better vendor relationships.

Desired candidate profile

Bachelor Degree capable to perform the job functions. Prefered Bachelor degree in chemical engineering or science

Experience & Skills

* Minimum of 10 years working experience in Refinery Production Planning.

* Good knowledge of refined products accounting, marketing and shipping operations.

* Good computer skills, optimization software skills preferred.

* Excellent spoken and written English - communicates effectively.
Technical Skills:
Shipping Software & Systems: Proficiency with logistics software (e.g., SAP, Oracle, CargoWise, ShipBob, WMS systems) for tracking shipments, generating documents, and managing inventory.
Microsoft Office Suite: Strong skills in Excel (for tracking shipments, costs, and inventory), Word (for documentation), and Outlook (for communication).
Inventory Management: Knowledge of inventory control systems and how to align shipping schedules with inventory needs.
Logistics & Transportation Knowledge:
Shipping Methods: Knowledge of various shipping methods (air, ocean, rail, truck) and the respective pros/cons, as well as when to use each method.
International Shipping: Familiarity with international shipping regulations, including customs procedures, tariffs, and trade compliance.
Incoterms: Understanding of Incoterms (International Commercial Terms), which define the responsibilities of buyers and sellers in international shipments.
Problem-Solving and Decision-Making:
Troubleshooting: Ability to troubleshoot shipment issues, including delays, damaged goods, or miscommunications, and resolve them quickly.
Decision-Making: Making quick, well-informed decisions on the best shipping methods, carriers, or handling processes to ensure cost-effective, timely deliveries.
Communication & Customer Service:
Clear Communication: Strong communication skills to interact with suppliers, customers, and internal teams to manage shipping expectations and resolve issues.
Customer Focused: Ability to manage customer expectations, offer timely updates, and resolve complaints or issues related to shipping.
Attention to Detail:
Accuracy in processing shipping orders, preparing documentation, and ensuring that all details (addresses, products, quantities) are correct to avoid errors or delays.