Operations Control Officer

This position will play a crucial role in ensuring smooth control of logistics operations within the operations department of the company. They are responsible for booking, planning, coordinating and monitoring work execution as per customer requirements. Responsibilities include focusing on all administrative duties within the Customer Service division.

Duties and Responsibility
Operations Control & Planning
-Controlling our operations execution to ensure all day-to-day functionalities, reporting and actions are recorded by the team.
-Assist in providing guidance to the operations team, that oversees and executes their day-to-day activities, on ensuring compliance with vessel schedules and planning.
-Implement systems to control and record operational data.
-Implement systems to plan and schedule vessel slots.
-Analyse operational data and advise on effective measures to control and track internal and contract deliverables and KPIs with operations department, customers and suppliers.
-Utilize trackers to generate reports and analyse data related to operational performance (e.g. such as service vessel loading, travel and unloading time cycle, actual vs planned vessel lot booking, total cargo tonnage transported per type of commodity). Present all findings to management and recommend strategies for improvement.
-Coordinate requests for cargo booking onto the vessel and communicate with the relevant departments effectively.
-Coordinate activities related to other booking transportation, warehousing and storage, as applicable within the company.
-Collaborate with all stakeholders to ensure compliance with communication and safety protocols.
-Control the planning and scheduling of the vessel efficiently to ensure timely delivery of customer cargo.
-Ensure shipment tracking information is available, as required by management.
-Ensure shipping documentation is accurate and manage cargo movement from point of origin to point of destination, as applicable.
-Communicate effectively with operations department, carriers, suppliers, and customers, as required.
-Ensure that all logistics operations remain compliant according to company policies and procedures.
-Provide all documentation (signed off records) to Contract Administrator in order to manage invoicing with Finance Department.
-Conduct internal training sessions with customers and all relevant parties if required, on the adherence of the vessel planning and schedules.
-Identify opportunities for process improvement within all company logistics operations control, and implementing innovative solutions to enhance efficiency, reduce costs, and increase customer satisfaction.
-Reviewing, analysing potential risks involved and updating existing operations records in place, as and when required.
-Ensure that operations records are compliant based on company policies and procedures and operations defined KPIs are monitored and achieved.

Administration
-Analysis of existing operational KPIs and methods of record and control.
-Control the documentation required for invoicing to customers.
-Lead with all booking requests, for approval by manager.
-Lead with all vessel scheduling and planning based on engagements of customers, for approval by manager.
-Control delivery of goods and services ordered to the respective user department.
-Monitor and control goods in stock.
-Communicate and coordinate all bookings to the internal concerned parties, including finance department.
-Compile, archive and share all supporting documents related to invoicing to customers.
-Compile, archive and share all supporting documents related to delivery of goods and services.
-Ensure that all supplier and customer fulfil the vessel onboarding and outboarding requirements.
-Efficiently schedule production to achieve on-time, in-full (OTIF) delivery.
-Prioritize orders and adjust schedules to meet customer requirements.
-Control and track vessel movement records.
-Ad-hoc functions as and when required.
-All operations monitoring and recording duties and responsibilities for the Customer Service department will be under this positions control.
-Assist your team reporting into you with the day-to-day task.
-Point of contact with all bookings and vessel scheduling

Reports
Reports to be generated and submitted to the Customer Service Manager or Operations on a regular basis:
-Daily vessel booking status (customers booked, cargo type, cargo volume/tonnage, commodity type).
-Daily vessel voyage planning (schedule, order of loading, queue list).
-Daily vessel voyage records (historical, cumulative).
-Daily KPI tracker report (customer based).
-Daily KPI tracker report (internal operations based).
-Weekly expected and actual delivery report (from customers).
-Weekly expected and actual delivery report (from suppliers).
-Weekly internal goods stock status.
-Weekly and Monthly client reports as required by either client or management.
KPIs are to be monitored and analysed

Qualifications and Experience
-Bachelor’s Degree in Supply Chain Management, Logistics or related field.
-Advanced knowledge of MS Office (Word, Excel, Power Point).
-Strong verbal and written communication skills.
-Strong knowledge on consistent planning, data tracking and recording operations.
-Strong problem-solving and analytical skills.
-Proficiency in utilizing logistics or vessel booking systems is an added advantage.
-Ability to work independently and collaboratively in a team environment.
-Minimum three years logistics and / or vessel operations control experience and related roles in a supply chain environment.
-Working with internal/external stakeholders, example customers, suppliers.