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 shipment 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 are 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 are 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:
- 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
new and existing clients, ensuring competitiveness and alignment with corporate goals.
Process and review daily InTrack survey submissions to ensure quotes are delivered within agreed timelines.
Proactively follow up with agents and vendors on all pending quotes; update status in systems and identify cross-selling opportunities.
Negotiate rates and terms with agents, vendors, and service providers to achieve favorable pricing outcomes and maintain competitiveness.
Manage daily workload, reprioritizing tasks as needed in a fast-paced environment.
Balance pricing strategies with operational capabilities and financial targets while meeting client deadlines.
Coordinate company responses to client and prospect RFPs with internal stakeholders.
Maintain current knowledge of legal, compliance, and regulatory factors influencing international relocation pricing.
Support the creation of pricing models to assist in forecasting, staffing, and performance analysis.
Collaborate with Customer Care and external vendors to address information gaps.
Support and maintain InTrack usage by updating tariffs, rates, and relevant country-specific data.
Perform other duties as assigned.
Position Purpose
Serve as the single point of contact for coordinating assigned import, export, and domestic moves within and outside the local region.
Responsibilities/Duties/Functions/Tasks
Manage the household goods moving process from booking to delivery, covering all stages from origin to destination for both domestic and international shipments.
Advise clients to ensure a smooth and ongoing experience with their household goods, including packing, deliveries, and other related services.
Manage customer expectations for both domestic and international clients.
Liaise with moving operations, sales teams, crew leaders, and vendors to remain up-to-date on customer needs, service changes, and insurance matters.
Participate in daily planning meetings with Move Coordinators (MCs), the warehouse supervisor, and the crew leader to ensure effective analysis and planning.
Collaborate with the Quoting department to determine the most cost-effective solutions for pricing services and jobs.
Confirm transport and service quotes from agents and vendors, and request discounts where possible.
Coordinate and book export/import shipments with agents and vendors.
Create waybill documentation for both incoming and outgoing shipments.
Verify required customs documentation for all import and export shipments.
Monitor documentation for all incoming and outgoing shipments.
Key Responsibilities
- Stay Updated: Keep abreast of changes in Serbian immigration laws and practices, and report new requirements to relevant parties
- Client Communication and service: Provide clear and accurate immigration
- Process Management: Verify initial inquiries, conduct a thorough case assessment, outline the complete procedure with clear timelines, provide guidance, and manage the immigration process from A to Z
- Work in office and be ready to accompany clients to immigration officers in Belgrade and other Serbia locations
In this role, you will be responsible for guiding expatriates through the entire relocation process, from initial orientation to settling into their new home. Your duties will include:
Orientation & Settling-In Support:
Conduct personalized tours to showcase key aspects of the new location
Provide essential information and support with local registration requirements, bank account opening, drivers’ license conversations, information on transportation, healthcare, and leisure and recreation, facilities, dining, etc..
Home-Finding Assistance:
- Understand clients' housing needs and preferences
- Schedule and accompany clients on property viewings
- Facilitate lease negotiations and ensure accurate completion of paperwork
- School Search & Enrollment Support:
- Assist families in selecting and enrolling their children in suitable schools
Departure Support:
Assist with the termination of leases and coordinate the move-out process
Administrative Tasks
- Maintain detailed records of client interactions and services
- Prepare and submit reports on activities and feedback
- Work closely with the Destination Services Coordinators/ Managers to ensure seamless service delivery
- Process customer and vendor invoices in accordance with internal and statutory requirements.
Perform internal control checks on vendor bills, including cost verification in operational systems.
Manage petty cash and bank transfers.
Collaborate with external auditors and accountants, providing necessary documents and reports for audits and statutory reporting on a weekly, monthly, and yearly basis.
Communicate effectively with departments, customers, and vendors as needed.
Reconcile petty cash and bank reports, including all expenses, revenues, and transfers, using the financial system (D365).
Reconcile operational job-related expenses in internal systems.
Oversee the reconciliation of advances provided to employees for operational purposes.
Manage the booking, reconciliation, and clearance of prepaids, deposits, accruals, and other pending accounts on a monthly basis.
Submit weekly and monthly internal reports as per company guidelines.
Perform additional tasks as assigned.
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.
The Office Administrator – Financial, Legal & Compliance Oversight is responsible for managing the administrative, financial, and compliance operations of the Warsaw office. 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.
Croatia (Hrvatska)
Full time
Position Purpose
Serve as the single point of contact for coordinating assigned import, export, and domestic moves within and outside the local region.
Responsibilities/Duties/Functions/Tasks
Manage the household goods moving process from booking to delivery, covering all stages from origin to destination for both domestic and international shipments.
Advise clients to ensure a smooth and ongoing experience with their household goods, including packing, deliveries, and other related services.
Manage customer expectations for both domestic and international clients.
Liaise with moving operations, sales teams, crew leaders, and vendors to remain up-to-date on customer needs, service changes, and insurance matters.
Participate in daily planning meetings with Move Coordinators (MCs), the warehouse supervisor, and the crew leader to ensure effective analysis and planning.
Collaborate with the Quoting department to determine the most cost-effective solutions for pricing services and jobs.
Confirm transport and service quotes from agents and vendors, and request discounts where possible.
Coordinate and book export/import shipments with agents and vendors.
Create waybill documentation for both incoming and outgoing shipments.
Verify required customs documentation for all import and export shipments.
Monitor documentation for all incoming and outgoing shipments.
Finalize jobs with accurate cost calculations.
Update electronic files and documents daily, maintaining records throughout the moving process.
Perform other duties as reasonably assigned.
