Customer Service & planning Admin

Pernod Ricard; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

A leading company in the wine and spirits sector is seeking a logistics and shipping documentation specialist in Dubai. The role involves managing shipping documents, ensuring timely delivery, and coordinating with various teams to maintain efficiency. Candidates should have a strong background in logistics, customer service, and hold a relevant degree. This position offers a dynamic work environment with opportunities for professional growth.

Qualifications

• Strong knowledge of logistics and shipping documentation.
• Experience in customer service administration and supply chain management.
• Creativity and ingenuity.

Responsibilities

• Creating and maintaining a clear tracking system for submitted documents.
• Liaising with customer service to ensure all order documents are submitted.
• Resolving customer complaints regarding shipping documentation.

Skills

Logistics knowledge

Customer service

Project management

Analytical skills

Organizational skills

Education

Bachelor's degree

MBA or master's in Engineering, Economics, or Business

Job description

Pernod Ricard is a convivial, responsible, and successful global wine and spirits group. Number 2 worldwide with a clear ambition to become the leader of our sector, we have one of the most comprehensive portfolios in the industry with 240 premium brands available in over 160 countries.

Key Responsibilities and Job-Related Characteristics

1. Creating documents for all shipment orders (SO) to all customers.
2. Ensuring all relevant certificates are applied for and attached to relevant shipping documents.
3. Submitting Letters of Credit (LC) for customers who require it, following up, and closing them.
4. Liaising with all forwarders to ensure Bill of Lading (BL), Seaway bill, and other documents are prepared and shared accordingly.
5. Performing sanity checks on all documents to ensure data accuracy before processing.
6. Printing all shipping documents, obtaining signatures, and couriering them.
7. Liaising with customer service to ensure all order documents are submitted.
8. Coordinating with courier companies for booking and tracking documents to customers.
9. Creating and maintaining a clear tracking system for submitted documents.
10. Filing all documents into a shared drive, ensuring it is maintained for audit purposes.
11. Ensuring documents are sent in advance as per customer requirements, avoiding local drivers unless in exceptional cases.
12. Sending pre-alerts (shipment advice) to all customers, ensuring they have a soft copy for pre-clearance.
13. Sending clearance instructions to 3PL for timely clearance.
14. Updating Estimated Time of Arrival (ETA) in GIT tracker for all inbound and outbound shipments from JDE.
15. Resolving customer complaints regarding shipping documentation.

Key Performance Indicators

1. Documents to reach all customers and 3PL at least 7 days prior to shipment arrival.
2. Shipment advice to be shared within 48 hours post-invoicing.
3. Shipment documents to be kept updated and organized in SharePoint.
4. All shipments to be sent via courier, with exceptions only upon approval.
5. Data validation on shared documents is critical to ensure accuracy.
6. Management of shipping documentation complaints to be resolved within 72 hours.
7. Letters of Credit to be submitted within 48 hours of receiving the Proforma Invoice (PFI).

Key Relationships

1. Distributor: Documentation preparation and timely courier of all shipment documents.
2. Sales Team: Addressing constraints related to shipping documents.
3. Finance: Handling constraints impacting monthly delivery of Net Revenue (NR).
4. Marketing: Ensuring timely delivery of order processing for events/launches.
5. Supply Chain: Coordination with Planning & Logistics teams for shipment documentation.
6. 3PL/Warehouse: Point of contact for escalations regarding delays or incorrect data on documentation.

Knowledge & Skill Requirements

1. Strong knowledge of logistics, shipping documentation, and customer service.
2. Project management skills.
3. Analytical and listening skills.
4. Creativity and ingenuity.
5. Good organizational skills.
6. Excellent relation-building skills.
7. Autonomous and open-minded attitude.
8. A bachelor's degree from a reputable university, preferably with an MBA or master's in Engineering, Economics, or Business.
9. Experience in customer service administration and supply chain management.