BOOKING THE VESSEL FOR LOADING:
Based on the confirmed shipping plan from export customer service to book the vessels for loading and prepare all things as follows:
- For INDICATED shipments, we need to send shipping instruction, booking form, booking confirmation to Vietnam shipping agents to get bookings.
- Check booking no. with all info. as: carrier, vessel/voyage, closing time, POD, ETD/ETA, final delivery, temperature, type of container, …
- Booking from GROUP shipping agents for Philippines/Far East/Middle East (indicated by group).
- Base on the shipments / route allocation from BU, despatchers will contact shipping agents for vessel booking accordingly.
- Based on the loading planning to inform transporters for loading at PVN warehouse or 3PL warehouse accordingly.
- If FOB/FCA shipments (Mexico, Brazil, Indo, PVM Russia…) (indicated booking) will receive booking by shipping agents.
LOADING & PREPARE SHIPPING DOCUMENT FOR CUSTOM CLEARANCE:
- Check and cross- check: code, quantities, storage location, countries and pallets/non- pallets to make sure all physical loading same as shipping plan.
- Follow up with warehouse / 3PL people to get the confirmed stuffing reports for each shipment.
- Arrange with inspection company to do inspection at factory/ 3PL warehouse in time.
- Prepare customs documents to send to forwarders for customs clearance:
- Inform the cont/seal to agents to get full Bill & CO and other docs.
- Finally, send final docs to FWD for custom declaration, included Sales contract, Packing list, Invoice, BOM with A/B/C/D/E/F ... of all markets
- Send PL & Invoice & BL to Finance team for receivable payment.
- Check and get BOM then send to forwarders for customs registration.
- Ensure to collect enough all required documents from other departments, government for shipments.
3 / REDUCE INVENTORY & BILLING IN SYSTEM ( SAP ):
- Enter all charges for every shipment. Then record the Billing no, Delivery no into internal files.
- Ensure all FG codes to be accuracy between actual loading and SAP system
- Based on Stuffing report from warehouse and shipping document for SAP uploading
- After finishing all, then save the delivery & request warehouse team to post goods issue.
- For shipments of FEA/PH/MEA, based on this delivery no., dispatch directly in SAP to publish ASN no. into CRM system, then record this ASN no. In parallel, re- check in CRM with invoice date, ETD, ETA, PO no., … If any errors happen, inform to RSO/or relevant team for checking and fixing
- Check all information related to shipments to make sure all information correctly before creating the Despatch.
- Post loaded data into the SAP system to deduct the stock, and to bill for the shipment.
4 / SHIPPING DOCUMENTS & CERTIFICATES:
- Arrange to send all documents (copy & original) to clients
- Solve all issues related to: lost docs, wrong address, address change, ….
- Through internet, book TNT or DHL, then print bill in their system and inform time for taking docs
- Receive original export custom declaration form from Forwarder & provide all signed & stamped documents of every shipment.
- Contact with Courier company if any delays in delivery process to inform to clients
- Provide the documents of the shipment to Finance dept. for filling
- Stamp & sign all docs sending to clients
- Request FWD to send xml declaration file to Finance
- Collect and send all needed original docs to delivery address confirmed by customers with tracking no.
- Prepare sample testing for all shipments as customer request to take certificate as request, such as Quatest3, SGS, BV…
- Push FWD if any declarations need to be revised, or any related issues to catch up tax refund process
- Provide all TNT/DHL Bill to admin/receptionist at month- end.
- Send PVM &039;s Invoice by email to inform finance of MEA at every period
- Send scanned docs files and TNT/DHL no. to clients before delivery docs for tracking
- Recheck all original documents and delivery address
- Getting all documents from forwarders such as B/L, C.O & other departments COA, Test Report …after the shipment departures from Vietnam.
- In parallel, scan and save all docs on Distribution servers.
- Legalization certificates at Kuwait embassy if any request.
OTHER JOB- RELATED DUTIES:
- Change from Hometrade FG code to Export FG code for loading goods as scheduled
- Prepare Request Adjustment form to get Boss&039;s signature
- Based on OTIF report downloaded in CRM to make this report
- Make monthly reports as assigned, such as OTIF, Leadtime,
- Prepare custom documents for custom clearance of Imported FG code
- Prepare stickers with FG code so that warehouse can paste on the carton outside when loading (if requested).
- Consider and explain all MISS results if needed
- Receive and re- check all documents of Imported FG code from ID/IN/CN
