Position Summary:
The Operations Coordinator is responsible for managing day-to-day moving, logistics and relocation operations in Kyrgyzstan, ensuring the delivery of high-quality services in line with company standards. This role includes coordinating field operations, managing vendors, ensuring compliance with regulations, and supporting business development activities. The position may also require periodic travel to Kazakhstan to oversee projects, visit customers, and maintain vendor relationships.
Key Responsibilities:
Coordinate and oversee household goods moves, relocations, pet shipping, and logistics projects in line with company quality standards.
Conduct video and on-site pre-move surveys as required.
Work closely with Quoting and Move Coordinators to monitor vendor performance and implement corrective actions when necessary.
Manage customer service issues and complaints, ensuring timely and effective resolution.
Assist with preparing quotes and pricing while ensuring compliance with company guidelines and profitability targets.
Ensure full compliance with local legal and regulatory requirements, including licenses, visas, and work/residency permits.
Travel to Kazakhstan as needed to support operational projects, vendor management, and customer engagement.
RESPONSIBILITIES
- Coordinating Air, Sea and Land Operations for Import/Export
- Tracking Project KPIs closely
- Daily planning and scheduling of assigned pickups and deliveries
- Utilizing the company's preferred vendor list and rates to secure the best pricing and routing for customer shipments
- Organizing pickups and deliveries through effective communication with shippers and consignees
- Understanding customer requirements and ensuring consistent operational and customer service levels
- Regularly communicating shipment status information, reporting delays and additional costs to customers
- Daily review of active job details and related quotes to identify opportunities for extra revenue and additional costs, thereby increasing overall profitability
- Maintaining regular communication with Move One offices to relay necessary information/documentation for each shipment
- Preparing accurate daily reports for management
- Inputting status and costs in Move One database in a timely manner as per SOPs
- Assisting with any other duties/projects assigned by the supervisor to meet business requirements
- Minimizing operational costs, optimizing efficiency, and increasing operations profitability
- Monitoring the progress of jobs and services - Planning, Execution, and Billing
- Coordinating Air, Sea and Land Operations for Import/Export
- Tracking Project KPIs closely
- Daily planning and scheduling of assigned pickups and deliveries
- Utilizing the company's preferred vendor list and rates to secure the best pricing and routing for customer shipments
- Organizing pickups and deliveries through effective communication with shippers and consignees
- Understanding customer requirements and ensuring consistent operational and customer service levels
- Regularly communicating shipment status information, reporting delays and additional costs to customers
- Daily review of active job details and related quotes to identify opportunities for extra revenue and additional costs, thereby increasing overall profitability
- Maintaining regular communication with Move One offices to relay necessary information/documentation for each shipment
- Preparing accurate daily reports for management
- Inputting status and costs in Move One database in a timely manner as per SOPs
- Assisting with any other duties/projects assigned by the supervisor to meet business requirements
- Minimizing operational costs, optimizing efficiency, and increasing operations profitability
- Monitoring the progress of jobs and services - Planning, Execution, and Billing
RESPONSIBILITIES:
- Coordinating Air, Sea and Land Operations for Import/Export- Tracking Project KPIs closely- Daily planning and scheduling of assigned pickups and deliveries- Utilizing the company's preferred vendor list and rates to secure the best pricing and routing for customer shipments- Organizing pickups and deliveries through effective communication with shippers and consignees- Understanding customer requirements and ensuring consistent operational and customer service levels- Regularly communicating shipment status information, reporting delays and additional costs to customers- Daily review of active job details and related quotes to identify opportunities for extra revenue and additional costs, thereby increasing overall profitability- Maintaining regular communication with Move One offices to relay necessary information/documentation for each shipment- Preparing accurate daily reports for management- Inputting status and costs in Move One database in a timely manner as per SOPs- Assisting with any other duties/projects assigned by the supervisor to meet business requirements- Minimizing operational costs, optimizing efficiency, and increasing operations profitability- Monitoring the progress of jobs and services - Planning, Execution, and Billing
RESPONSIBILITIES / DUTIES / FUNCTIONS / TASKS
- Coordinate Air, Sea, and Land operations for both import and export shipments.
- Closely monitor project KPIs to ensure performance targets are met.
- Plan and schedule all assigned pickups and deliveries on a daily basis.
- Utilize the company’s preferred vendor list and rate structure to determine the most cost-effective and efficient routing for customer shipments.
- Arrange timely pickup and delivery of shipments through proactive communication with shippers and consignees.
- Understand and meet customer requirements while ensuring consistent operational execution and service levels.
- Maintain regular communication with customers to provide shipment updates, report delays, and advise on any additional costs.
- Review active jobs and related quotes daily to identify opportunities for generating additional revenue and pass-through charges, improving overall profitability.
- Maintain continuous communication with Move One offices to ensure all necessary documentation and shipment information is relayed accurately and promptly.
- Prepare and submit accurate daily reports to management.
- Update shipment status and costs in the Move One database daily, in accordance with established SOPs.
- Support any other duties or projects as assigned by the direct supervisor to meet evolving business needs.
- Work to minimize operational costs, optimize efficiency, and enhance overall profitability.
Position SummaryThe Move Coordinator manages all stages of household goods relocations, from origin to destination, ensuring ontime delivery, cost efficiency, and high customer satisfaction. They serve as the primary point of contact for clientsthroughout the moving process.
Key Responsibilities* Client Communication – Serve as the single point of contact for clients, internal teams, and externalpartners; respond to all inquiries within 24 hours.* Move Planning & Execution – Coordinate and monitor packing, transport, storage, customs clearance, andfinal delivery for all moves.* Documentation & Compliance – Prepare shipping instructions, customs documentation, and invoices;ensure compliance with company procedures and international relocation standards.* Shipment Tracking – Maintain up-to-date shipment statuses using internal and external systems;proactively communicate delays or changes.* Issue Resolution – Handle service disruptions, claims, and exceptions promptly and professionally.* Financial Accuracy – Work with vendors, Sales, Finance, and Billing to ensure accurate invoicing andcollect prepayments from prepay customers before service delivery.
Position Purpose:
This role involves overseeing financial transactions, managing vendor relationships, ensuring legal compliance, and liaising with key internal and external stakeholders, including the local payroll vendor, HR Director, Payroll Specialist, legal advisors, and Finance team. The individual will also handle matters related to company registration, local legal compliance, contract management, and office operations. The role requires a high degree of discretion and confidentiality due to the sensitive nature of financial and legal documentation.
Key Responsibilities
Financial Administration & Bookkeeping Coordination
- Manage and track office expenses, ensuring timely payments for utilities, rent, and other overhead costs.
- Work with external bookkeeping and tax service providers to ensure accurate financial records and compliance.
- Review invoices and contracts to ensure alignment with company policies and budget constraints.
- Negotiate with office service providers (utilities, insurance, leases) to secure cost-effective terms.
Compliance & Regulatory Support
- Assist with company registration, business licenses, and other regulatory filings.
- Ensure compliance with Polish labor laws and employee tax regulations in coordination with HR.
- Act as a point of contact for tax authorities, government agencies, and external legal advisors.
- Track and notify management of any regulatory changes, deadlines, or required actions.
Employee Registration & HR Administration
- Support new employee registration processes and ensure proper documentation is submitted on time.
- Assist with administrative aspects of employee separations, including final payments and de-registration.
- Ensure company policies are properly communicated and understood by local employees.
Payroll & Vendor Coordination
- Liaise with the local payroll provider to ensure timely and accurate payroll processing.
- Support HR and Finance with payroll, benefits administration, and compliance-related tasks.
- Maintain strong professional relationships with external vendors, including payroll and bookkeeping providers.
Office & Facilities Management
- Oversee office lease agreements, ensuring timely renewals or renegotiations.
- Manage procurement of office supplies and coordinate facility maintenance, security, and vendor contracts.
- Ensure proper management of company-owned vehicles, including registration, insurance, and maintenance.
- Implement and enforce company vehicle usage policies, ensuring compliance with local driving requirements.
Insurance & Risk Management
- Work with finance to ensure adequate insurance coverage for office property and liability.
- Coordinate with insurance brokers on claims, policy updates, and renewals.
- Regularly review office processes to identify and minimize operational risks.
Croatia (Hrvatska)
Full time
The Immigration Consultant is the primary point of contact for immigration-related services. The role involves delivering reliable, legally sound immigration advice and managing the end-to-end immigration process for assignees and corporate clients. The Consultant ensures a seamless experience by combining operational accuracy with excellent customer service.
Key Responsibilities:
Stay current on local immigration laws, regulations, and procedures, and communicate relevant updates to internal stakeholders and clients.
Engage with clients and HR representatives to understand specific immigration needs and provide clear, timely verbal and written guidance.
Manage the full immigration process from initiation to completion, ensuring legal compliance, efficiency, and service quality.
Conduct detailed case assessments and develop tailored immigration strategies that align with client objectives and legal requirements.
Prepare and share a personalized immigration plan within KPI timelines, outlining process steps, required documentation, and estimated timelines.
Prepare, review, and submit all required government forms and documentation, ensuring accuracy and adherence to deadlines.
Act as the single point of coordination for assigned cases, liaising with internal teams, external vendors, and government authorities to ensure aligned service delivery.
Identify and resolve service delivery issues promptly and escalate complex or unresolved matters to the Regional Manager.
Maintain up-to-date and accurate case records, logging all milestones, communications, and document uploads in the designated system.
Monitor critical deadlines and expiration dates, sending proactive reminders and updates to clients as needed.
Ensure timely and accurate billing, with all services invoiced within 48 hours of completion, following client-specific invoicing requirements.
When required, support the Destination Services team, either with on-the-ground fieldwork or coordination tasks—particularly when both Immigration and DS services are provided in the same location.
Support business development efforts, including participating in client meetings or calls to present service capabilities or clarify immigration procedures.
Maintain positive working relationships with local immigration and labour authorities, supporting regulatory compliance and service delivery effectiveness.
RESPONSIBILITIES:
- Responsible for custom Erbil Import manifesting for Iraq.
- Doing the arrival in the Ups system.
- Updating the Govt Hold exceptions in the ups system.
- Coordinating with Custom broker team at Erbil airport for the custom cleared and hold shipment in Erbil airport as per each manifest.
- Coordinating with Custom Broker Team at Erbil airport and Move one warehouse for the Trucking of the MAWB between Erbil Airport and Erbil Office
- Creating the Custom tracker Excel for all the custom cleared shipment of each manifest with Custom duties, blue way charges, Danta charges and Trucking charges.
- Creating Receipts for the custom cleared shipment of each MAWB along with the UPS tracking such as custom duties, disbursement fees and brokerage fees in local currency.
- Entering all the details in the Custom Tracker excel along with all supporting Docs to Erbil Finance team within 24 to 36 hours.
- Collection of Import duties and taxes should be handed over to Erbil Finance on the same day.
- Once the Truck received in the Erbil Office, checking all the tracking shipment as per each shipment.
- After sorting all the shipment then Duties and taxes Receipt are provided to each driver for chargeable shipment and docs shipment which are not charged according to the routes of the driver
- If any damaged shipment, then Damage inspection report is prepared along with the Photos and send to the Operation Manager for the evaluation.
- If any shipment is lost or Missing Contents also then then Damage inspection report is prepared along with the Photos and send to the Operation Manager for the evaluation
- Then Operations coordinator perform the Inbound scan in the ups Tundra system manually for all the custom cleared shipment.
- If any hold shipment in the Erbil customs, then Exception notification exception is updated in the system for the reason of hold in the Erbil customs.
- Driver Performs scans in UPS Global Pickup & Delivery {GPD} before going for the delivery of each shipment
- Those shipments which are meant of sell collection or any reason for hold, necessary exception is updated in the system through Tundra system.
- All Remote Area shipment is given to the third-Party agent for the delivery.
- Daily follow up for the Remote area delivery agent until the shipment is delivered and manual pod is updated by operations coordinator.
- Operation Coordinator Runs the daily tundra location Report for the driver at the end of each day.
- All Import Exception notification exception shipment opened is daily monitored in the excel tracker file as well as the Ups system since all the shipment should be closed within 10 days.
- Creating the Free domicile Receipts in USD as per the system or Ups Request.
- Sending the weekly Petty cash Report with all details of the cost & sell with Free domicile receipts scan copies along with excel sheet to Erbil Finance team on every Tuesday.
- Resolving customer Complaints and issues related to Import Operations and Forwarding to the operations manager for the resolution.
- Creating the Import Control label for the walk-in customers in the WorldShip system using account V8Y250 and collecting the charges in advance, Govt id of the walk-in customer along with mobile is taken too according to the Ups global security guidelines for the safety and compliance according to the ups policies.
- Dell shipment which are send from Erbil Move one warehouse to Erbil office, updating the OHP and Pod in the dell system since this is local distribution of the dell parts.
Export Responsibilities
- Creating the label for the exports walk in customers in the WorldShip system using account V8Y250 and collecting the freight charges in advance Govt id of the walk-in customer along with mobile is taken according to the Ups global security guidelines for the safety and compliance according to the ups policies.
- Collection Of Freight Charges should be handover to Erbil Finance team on the same day.
- Export shipment received from the account customer and reseller and very important note where they have been already notified that there shipment will be physical searched and tally with the invoices, if restricted or prohibited is found the account customer or reseller are called and updated to then this contents should be removed from the shipment and revise Invoice and packing list is asked from the account customer as well with Reseller.
- AWB Copy, Invoice, packing list if applicable are scanned into Ups system called international document imaging system {IDIS}.
- All exports shipment Pick up scan is updated in the system manually in Tundra TPD.
- All Exports shipment is departed from Erbil & Baghdad station Once all hand search is completed then Pre-alert is send to Erbil team.
- Resolving customer Complaints and issues related to Export Operations and forwarding to the operations manager for the resolution.
- All Export Exception notification exception shipment opened is daily monitored in the excel tracker file as well as the Ups system since all the shipment should be closed within 10 days.
- All Dell damaged or Return Parts which are received from the Dell Customer are send back to Erbil move one warehouse by performing the Return sip exception in the dell system.
RESPONSIBILITIES / DUTIES / FUNCTIONS / TASKS
- Coordinate Air, Sea, and Land operations for both import and export shipments.
- Closely monitor project KPIs to ensure performance targets are met.
- Plan and schedule all assigned pickups and deliveries on a daily basis.
- Utilize the company’s preferred vendor list and rate structure to determine the most cost-effective and efficient routing for customer shipments.
- Arrange timely pickup and delivery of shipments through proactive communication with shippers and consignees.
- Understand and meet customer requirements while ensuring consistent operational execution and service levels.
- Maintain regular communication with customers to provide shipment updates, report delays, and advise on any additional costs.
- Review active jobs and related quotes daily to identify opportunities for generating additional revenue and pass-through charges, improving overall profitability.
- Maintain continuous communication with Move One offices to ensure all necessary documentation and shipment information is relayed accurately and promptly.
- Prepare and submit accurate daily reports to management.
- Update shipment status and costs in the Move One database daily, in accordance with established SOPs.
- Support any other duties or projects as assigned by the direct supervisor to meet evolving business needs.
- Work to minimize operational costs, optimize efficiency, and enhance overall profitability.
