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Road Freight Operations Planning Specialist

1 month ago

Dublin, Ireland DHL Germany Full time

Road freight: TBO Operations & Planning Specialist


Business Unit : DHL Global Forwarding, Freight


Location : Cedar Drive, Dublin Airport Logistics Park, St. Margarets Co. Dublin


Scope of Role :

  • Accept bookings from customers and/or overseas depots
  • Create Import & export orders and actively manage them from booking request to final delivery point
  • Focus on strong customer communications and engagement
  • Provide support to other team members within the Road Freight department as requested, particularly the NTBO Team

Reports to :

  • Dotted Reporting line : Road Freight TBO Team Lead
  • Direct Line Reports : Road Freight Operations Manager

Days & Hours of Work : 37.5 hours per week, spread over 5 working days. Any changes to this requirement would be in line with Business needs. Extended hours required on Friday where it is necessary to support the Planning department.


Accountabilities :


Key Activities :

Operational Accountabilities include but are not limited to:

  • Act as the first point of contact with customer for any bookings, queries, quotations, or concerns in relation to their shipments.
  • Shipment processing and management
  • Manage Import / Export bookings from customers & overseas depots – create the orders in the road freight system
  • Create the Pick-Up Cartage Trip / Handover of completed file to Planning Team
  • Communicate with transport as needed:
  • Flag any specific requirements/ cancelled shipments / timed deliveries etc
  • Co-ordinate any customer requests for spot quotations / time deliveries etc
  • Actively manage all shipment activities:
  • Track and Trace / Complaint Investigations / ICE issues/ Customer queries and escalations.
  • Ensure all exceptions are managed and communicated to the customer in a timely fashion.
  • Ensure all complaints raised by the customer are fully investigated with comprehensive root cause and corrective action plans.
  • Manage any customer invoice or operational queries
  • Complete accruals and invoicing for all files – proactively manage any invoice queries
  • Support the issue of any customer bulk invoice reports (as required)
  • Manage the E2E BMW order process:
  • e.g., Customer bookings and communications / AX4 system activities / EVO Manifest screen / EVO Order processing activities
  • Proactively manage all operational KPI’s.
  • Perform the daily checks to ensure compliance to KPI targets (e.g., EVO events, unbilled files, shipment processing, credit notes, tracking and tracing etc)
  • Review warehouse inventory list and actively manage shipment issues.
  • Co-ordinate any necessary customs activities
  • Manage any shipment claims. e.g., send notification of intent to claim to DT
  • Follow up with UK Claims as/when needed.
  • Plan and monitor all TBO line haul trailers (exports & Imports) to destination and from origin terminals as per the planning process to maximise capacity and GP.
  • Co-ordinate arrival and departure of all trailers per the WI
  • Manage Import & Export Scandinavian trailer movements in line with process to manage the trailer capacity in line with customer requirements and cost management.
  • Provide support to other team members within the RFR team as requested.
  • Escalate any issues / concerns to Team Lead/Manager as appropriate.
  • Participates in the implementation of operational processes and performs work to the standards of GDP for LS and Pharma business as required.
  • Ensure operational compliance to all revenue and international trade legislative requirements, in addition to all DHL Freight IE policies and procedures (H&S, Quality, Environmental, HR, etc), and work in a manner that supports the Company environment programme
  • Ensure operational compliance to all revenue and international trade legislative requirements, and all requirements under Data Protection Legislation in addition to all DGF IE policies and procedures (H&S, Quality, Environmental, HR, etc), and work in a manner that supports the Company environment programme

Competencies:

  • Communicates in an open and honest manner.
  • Treats others with respect, develops trust and values diversity. Demonstrates sensitivity to diversity, ie culture, gender, age, religion, race disability.
  • Develops effective relationships with employees, peers and managers.
  • Confidence in dealing with all levels in the business over the telephone and also on a face to face basis.
  • Ability to remain calm when dealing with difficult people.
  • Good listening skills and ability to respond in a clear, respectful manner.

Teamwork:

  • Commitment to fulfilling their role in a team.
  • Supportive approach to other team members.
  • Shares information, knowledge, ideas and experience freely with others.
  • Commits to team decisions and contributes to building a team spirit. Works collaboratively with others to achieve team or business objectives.
  • Establishes acceptable levels of quality and quantity of work; reviews, recognises and supports achievement
  • Encourages and motivates team members and work colleagues

Customer Orientation :

  • Basis decisions on how his/her actions impact on customers and
  • Builds and maintains effective relationships with customers, suppliers and other departments.
  • Focuses on the needs of customer and seeks to meet and exceed expectations.
  • Quickly and practically solves problems, seeking advice where necessary.
  • Appreciates what customers want and continuously strives to meet customer expectations.

Problem Solving :

  • Identifies issues, problems and opportunities.
  • Deep dives to identify root causes of issues
  • Applies formal problem solving techniques
  • Evaluates risk
  • Gathers information and analyses cause and effect.
  • Quickly and practically solves problems.
  • Establishes effective work processes and measures.
  • Documents and communicates awareness of the problem, solution and action taken.

Commitment to Excel :

  • Achieves work targets and is willing to take on additional roles/responsibilities.
  • Continuously reviews current processes.
  • Seeks and is open to feedback from others.
  • Always behaves in a manner consistent with DHL's values.
  • Demonstrates a positive attitude to change.
  • Flexible approach to work.
  • Looks for opportunities in a changing situation.
  • Provides detailed advice to others
  • Takes initiative to keep skills up to date

Procedural Skills :

  • Ability to organize own workload across a range of responsibilities & meet deadlines.
  • Ability to select appropriate procedures.
  • Ability to follow procedures.
  • Ability to meet procedural deadlines.
  • Ability to improve an existing procedure.
  • Ability to create a procedure.

Attention to Detail :

  • Ability to work with lots of data to high level of accuracy.
  • Ability to apply high attention to detail to written (text) documents.
  • Ability to follow through on procedures and ensure completion.

Skills & Qualifications :

Expected years of experience (Minimum) : 2 years experience in Logistics and Supply Chain

The above statements are intended to describe the general nature and level of work performed by people assigned to this role. They are not intended to be construed as an exhaustive list of all job duties performed. The Company reserves the right to revise or amend duties at any time.

About DHL:

DHL is a global market leader in the logistics and transport industry. The DHL Global Forwarding division is an air, ocean and overland freight forwarder. We are present in more than 150 countries in more than 850 locations employing over 30,000 team members globally. Our mission is Excellence Simply Delivered which means that we make every effort to exceed our customers’ expectations offering superior logistics solutions enabling our customers to save time and money.

Why Join DHL:

Our culture is built on Respect and Results. At DHL, you will be part of a strong team that respects its’ employees, society, and environment. You will interact with people from all over the world and get the chance to experience the unique international spirit of DHL. As part of our organization you will receive various benefits including pension contributions, long service awards, social activities, education assistance, training, development and more.

DHL Global Forwarding is an equal opportunities employer.

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