About Goldstar :
Goldstar is a rapidly expanding Transport & Warehousing company dedicated to providing a fantastic customer experience. Winners of ''Haulier of the Year 2023' awarded by Motor Transport. As we continue to grow, we are seeking a talented and dynamic Air Freight Administrator to join our team and contribute to our success.
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Position Overview:
As an Air Freight Administrator, you will be responsible for smooth operation of administrative tasks within the transport haulage industry. This role involves handling documentation, managing billing processes, providing administrative support to managers and teams, assisting drivers, and collaborating with other locations as needed.
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Shift Pattern: Mon - Fri, 18:00 - 22:00, 20 hrs/week
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Main duties/ responsibilities
- Documentation Management - Maintain accurate and up-to-date records of all documentation related to transportation activities, including invoices, delivery orders, and freight manifests.
- Billing Process - Coordinate billing processes by verifying freight charges, preparing invoices, and following up on outstanding payments.
- Administrative Support - Assist managers and teams with administrative tasks such as scheduling appointments, organizing meetings, and preparing reports.
- Manage correspondence; including emails, phone calls, and mail, and respond promptly to inquiries.
- Manual Work
- Driver Assistance - Provide support to drivers by scheduling routes, assisting with vehicle inspections, and addressing any concerns or issues they may encounter during transportation activities
- Ensure that drivers have necessary documentation and resources for their assignments, including permits, licenses, and route instructions.
- Working on different reports
- Completing paperwork, PDA or any other documentation
- Collaboration and Coordination - Collaborate with other departments and locations to facilitate seamless operations, including coordinating cross-departmental initiatives and sharing relevant information
- Following the compliance, tacho master, and other regulations and laws that are applicable
- Liaise with finance department to resolve billing discrepancies and ensure timely payment processing.
- Ensure compliance with regulatory requirements and company standards for document handling and retention
- Provide excellent customer service by being courteous and professional at all times
- Communicate effectively with team members and customers to ensure smooth operations.
- Communicate effectively with internal and external stakeholders to ensure alignment of objectives and resolution of issues
- Any additional task designated by the management or other position outlined by the management?
Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software applications
- Knowledge of billing and invoicing processes, including understanding of accounting principles.
Behavioural skills:
- Adaptability and flexibility to navigate changing priorities and handle unexpected challenges
- Reliable and trustworthy, demonstrating a strong work ethic
- Professional and courteous demeanour when dealing with customers and colleagues
- Flexibility and adaptability to changing situations and priorities, to handle pressure and meet deadlines
- Ability to work in a fast-paced environment and handle multiple tasks simultaneously
- Ability to work independently while also being a team player
- Adaptability to changing priorities and work environment
- Time management skills to ensure on-time deliveries and meet deadlines
- Problem-solving mindset with a proactive approach to identifying and resolving issues.
- Integrity and professionalism in maintaining confidentiality and handling sensitive information.
- Positive attitude and willingness to learn and grow within the role and industry.
Soft Skills:
- Strong communication skills to interact with customers and colleagues effectively
- Attention to detail to maintain accurate records and complete paperwork
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively
- Dependability and punctuality
- Flexibility to work irregular hours
- Strong attention to detail and accuracy in data entry and documentation.