Operations Coordinator

Main Duties and Responsibilities 

• The Operations Coordinator is responsible for monitoring all inbound and outbound shipments on daily basis to ensure that shipments are delivered within agreed timelines. 

• Work with our operating system “Maestro” to Plan, execute and monitor import & export shipments 

• Coordinate collections, deliveries, drop offs and recoveries with other departments / Marken Offices / Agent and drivers. 

• Maintain constant communication with Packaging Team to ensure availability of required supplies for collections, deliveries, drop offs and recoveries. 

• Process temperature sensitive shipments designed for the special requirements of the Cold Chain transportation processes 

• Prep and maintain temperature controlled shipments as required. 

• Provide the proper documentation to the agent/Marken Driver for collections, deliveries, drop offs and recoveries. 

• Confirm that every recovery is complete by matching the information against the manifest during reception process.  

• Provide expedited dispatch to tender the shipments immediately after collection and alert the receiving agent/office. 

• Notify any discrepancies to the respective department, agent or Marken Office and update Maestro accordingly. 

• Confirm that the shipment is OK to Send to final destination and obtain Master Airway Bill “MAWB” consignment instructions. 

• Define the best possible route to dispatch the shipment to its final destination. 

• Condition shipments as required and update the proper milestones in Maestro.  

• Obtain a booking with the airline and consign the MAWB as instructed. 

• Enter the Route Leg for International Flights. 

• Send the Alert through Maestro. 

• Coordinate with Dispatch the drop off to the Airline as per the respective SOPs. 

• Use Daily Schedule Report and update Maestro with all departures from the airport 

• Handling of irregularities 

• Perform additional administrative work as deemed necessary. 

Qualifications 

• Professional experience in customer service operations, preferentially in the international air freight, logistics or distribution. 

• Preference for existing knowledge and experience of the pharmaceutical and clinical trial industry 

• Commitment to quality and attention to detail 

• Strong customer focus 

• Team player / self-dependent / motivated to succeed 

• Proficient in MS Office / Excel / Word