Logistics Coordinator

Biocair is an expert in temperature-controlled life sciences logistics, having been providing pharmaceutical professionals, researchers and scientists with industry-leading cold chain solutions for over 35 years. We move time and temperature sensitive shipments which really make a difference to people’s lives be that through vaccines or our growing Cell & Gene Therapy business and with approximately 550 employees we operate globally across more than 160 countries, via multiple locations and are scaling to 15 legal entities this year. The company has grown significantly in the last 5 years and there has never been a better time to join us and help Move Science Forward!

The Logistics Coordinator will act as the first point of contact for all shipping orders and enquiries and ensure that customer interactions are always handled in a proactive and professional manner. The Logistics Coordinator will be expected to perform and complete daily operational tasks to meet and exceed customer expectations, in compliance with all relevant regulations and the targets of the Company.

Responsibilities

• Manage the end to end shipment process for shipments with the main focus on shipment into and out of all countries managed by Biocair South Africa.
• Route design, both locally and international
• Ensuring all shipments and customs requirements are handled according to company and international regulations.
• Checking paperwork prior to the shipment being collected. This is to eliminate any controllable delays prior to the shipment moving.
• React flexibly to deviation in shipments and ensuring the client, shipper and consignee are kept updated with shipment progress, collection, transit and delivery.
• Gather comprehensive customer and shipment requirements to ensure we are meeting the customer needs in compliance with local and international regulations.
• Ensuing all documentation required to facilitate transit, appropriate to the shipment, are uploaded to Biocair system to ensure electronic filing is in order.
• Raising all jobs in Biocair system accurately, including all relevant notes for billing, drivers and intercompany offices.
• All SOPs and work instructions to be adhered to.
• Monitor and coordinate all shipments for all countries managed by Biocair South Africa.
• Ensuring all shipments are on schedule for timely collection/delivery.
• Proactively monitor the status of shipments and identify and deal with any issues as they arise or escalate appropriately
• Work with overseas offices/service providers to arrange oks to send, collections, customs clearance and deliveries.
• Provide the customer with regular, accurate and timely updates on shipment status.
• Transport, warehouse and packaging management.
• Planning/coordinating daily, local driver routes and adjusting them accordingly during the day with the shipment schedule.
• Ensuring driver PDAs are assigned daily with all collection and deliveries and monitor the progress proactively.
• Ensuring vehicles are clean and spot checks are done on cleaning and log sheet records.
• Monitoring mileage to ensure vehicles/drivers are being rotated effectively and to keep mileage as low as possible.
• Monitor packaging levels both locally and at agent level.
• Resupply of packaging to agents to be done in bulk and as cost effective as possible
• Ensuring temperature-controlled equipment is checked daily, in the morning and afternoon and recorded. Any deviations must be recorded and reported.
• Returning reusable packaging to and from any destination. This includes any client specified packaging.
• Configuration of temperature monitors according to both packaging and client requirements.
• Imports/export coordination
• All imports must be submitted to customs timeously to ensure swift clearance is done. Proactively monitor the imports page on Biocair system
• Coordinate all shipments into and out of all countries handled by Biocair South Africa with service providers to ensure all paperwork is in order, prior to shipments being imported/exported.
• Communicate all pre-alerts and special instructions to agents timeously time ensure smooth clearance.
• Ensure agent costs are gathered and uploaded to Biocair system once jobs are PODed.
• Non-conformance and incident reporting.
• All deviations are to be recorded in Biocair system and client updated.
• Non-conformance reports must be monitored and updated consistently and with accuracy.
• Customer complaints are to be recorded and resolved as efficiently as possible and must be recorded as an NCR and in the Biocair Customer Complaint Centre.
• Handling reports must be completed accurately and timeously.
• To comprehend, comply with, implement and take your responsible part in all security policies, procedures and manuals applicable to your site (including shipment, IT and Information Security).

Skills, Experience and Education
Essential
- Educated to Grade 12 (matric) level or equivalent in Math’s, En