Customs Brokerage Operations Manager

Job Description

Administration and Personnel Management

·         Manage and monitor service execution within the Customs brokerage department

·         Manage capacity and resource needs for the department

·         Ensure that department is properly staffed, structured and organized

·         Manage timely and effective staff evaluations and reviews

·         Provide feedback, coaching, mentoring to staff on an ongoing basis

·         Manage staff for continual growth in skills and expertise

·         Prepare and execute personal goals

·         Assist staff in preparing personal goals

·         Make certain that all staff members complete annual training in required timeframes

·         Make certain that new employees receive all mandatory training in required timeframes

·         Maintain highest compliance levels for all necessary and applicable Customs and other government agency controls and requirements

·         Ensure that company controls, policies, procedures, processes, applications, tools, and systems are understood and implemented

·         Ensure that the company’s third party broker program is properly managed within the branch

·         Ensure oversight, including self-assessments and daily monitoring so that issues are resolved at the root cause level

·         Prepare and execute department business plan and goals

Operations, Compliance and Customs Expertise

·         Provide deskside training to department as needed in these specific areas:

o   National customs regulations

o   Expeditors’ customs policies, controls, procedures and processes

o   Operational  and customer service execution

o   Customer communication, interaction, development and maintenance,

o   Expeditors’ applications, tools, systems and their usage

o   Client specific requirements

·         If using third party brokers, provide clear instructions, procedures and expectations regarding both Expeditors’ and customer requirements

·         If required, review and sign entries prior to submission to Customs

·         Work with staff on capacity and efficiency issues

·         Make certain that all new clients are set up properly with any of the following that apply: power of attorney, letter of authorization, importers’ worksheet, DLSOP, and/or standard operating procedures

·         Make certain that client specific instructions are clear and detailed to ensure that desk level staff can properly process entries and invoice for services

·         Control department’s interface with Customs authorities

·         Make certain that files are logged correctly and timely with proper codes, trace types and events as needed

·         Review all entry rejections, EDI rejections, or other discrepancies in business unit to make certain that they are resubmitted timely and correctly

·         Monitor and review post entry activity with branch compliance manager

·         Make certain that discrepancies are monitored and resolved timely and correctly

·         Work with branch compliance manager to understand and trend discrepancy root causes and implement necessary training

·         Ensure there is a workflow or management reports to oversee and manage the operation

·         Control workflow within business unit

·         Control document receipt and distribution within business unit both for hard copy and electronic documents

·         Ensure that all correspondence within business unit is handled timely and professionally

·         Escalate necessary issues to District or Branch Manager

·         Develop optimum efficient processes without sacrificing compliance, oversight or controls

·         Stay current with developments and changes in regulations or company offerings; educate staff as these happen

·         Understand requirements of participating government agencies

·         Ensure all employees have proper training in other government agency requirements

Finance

·         Ensure that all files are timely billed and correctly

·         Ensure that all billing and billing packages are timely mailed or electronically transmitted including the correct and complete documents and backup

·         Manage execution of credit policy

·         Review department P and L on a monthly basis and understand composition of clients, revenue, and file type and complexity for customs entries

·         Review all billed not paid and paid not billed items for proper handling and closing

·         Review entries for proper use of bill codes, GL codes and file types

·         Review customer A/R for area of responsibility and depending upon structure, be prepared to communicate with customers regarding either late payments or invoice discrepancies

·         Review invoices from third party brokers against their tariffs

Sales and Marketing (and Growth)

·         Maintain and develop relationship with current brokerage customers

·         Work with sales, customer retention and development, and account management to maintain and develop relationships with current customers, and to develop and bring new customers into the department

·         Work with T&I and account management to make certain that customer requirements are both understood and properly implemented

·         Prepare effective customer presentations and updates

·         Communicate clearly and often with sales,  customer retention, account management and T&I to provide information on status of service levels, execution, and future opportunities

Experience and Education Suggested:

·         Degree or equivalent 

·         Minimum 10 years’ experience in Customs brokerage

·         Has completed country specific certification in Customs brokerage if available

·         Hands-on knowledge of Customs clearance function

·         Strong interpersonal and communication skills

·         Ability to articulate clearly through written and oral communication and presentations

·         Ability to relate to clients, service providers and employees at all levels

·         Understanding of data and reports or outputs used from data

·         PC skills including word processing and spreadsheet applications

·         Hands-on user skills with Expeditors’ applications as needed

·         English fluency

Qualifications

Bachelors degree with 5+ year of working experience.

• Good knowledge of customs brokerage process, customs legislation – especially with regards to classification, valuation and origin
• Understanding of ocean, road and air documentation process
• Effective interpersonal skills
• Pro-active approach, strong organizational and computer skills
• Good computer skills (MS Excel, MS Word)
• Fluent in English

Additional Information

Expeditors offers excellent benefits:

• Paid Vacation, Holiday, Sick Time
• Health Plan: Medical
• Life Insurance
• Employee Stock Purchase Plan
• Training and Personnel Development Program
• Growth opportunities within the company
• Employee Referral Program Bonus