On-Site Shipping Administrator

Days & Hours of Work

5 over 2 Shift Pattern 6a.m – 6p.m on a rostered basis.

Key Accountabilities

• As we are based on the customer’s premises, customer relations & compliance is our number one focus.

• Read, understand & adhere to Customers SLAs, SLG & SOPs.

• Comply with all requirements pertaining to Customer safety/security.

• Working in HVI/ Known shipper environment with the highest security standards.

• Participating in Customers safety programs including Good Catch & attending safety meetings including Dock Safety & PIT teams.

• Supporting Ireland Logistics with Lean & cost saving initiatives.

• Processing all Customer/DGF shipments exporting from the site.

• Ensure full GTT & Revenue compliance for all shipments.

• Maintaining reports for Customer as requested.

• Strong P.C skills are good knowledge of Microsoft Excel & Outlook. 

• Supporting early start times 05:30, based on high volume expectations for die or factory automation shutdowns, appropriate notice will be given to DGF from Customer on these requirements.

• Effectively managing Customers Repair/ Return & pump collection process.

• Micromanaging all Customer product from export to POD.

• Working to Customers strict TPT requirements.

• Communicating with destination sites through pre-alerting & follow-up to ensure TPTs are met.

• Arrange Customers X-site collection process.

• Ensure correct accruals for DGF shipments.

• Arrange trucking for all outbound shipments.

• Creating Export SADS for all Customer contracted carriers to the highest controlled standards.

• Processing invoices for Customer.

• Arranging collections & deliveries for all local & trade show shipments.

• Supporting Shipping’s warehouse duties when business requires.

• Participate in the implementation of operational processes & perform work to the standards of Good Distribution practice (GDP) for Life Science business, as required.

• Ensure operational compliance to all revenue and international trade legislative requirements, 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

Expected years of experience

(Minimum)

• At least 2 years in a warehouse environment
• Computer literate, with MS Office (Word, Excel, Outlook)
• Strong problem solving experience
• Very strong communication skills both verbal and written.

Expected Qualifications 

• Leaving certificate (or equivalent) a minimum requirement

Relationships with others

• Communicates in an open and honest manner. 
• Treats others with respect, develops trust and values diversity. 
• Demonstrates sensitivity to diversity, i.e. 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.

Customer Orientation

• Basis decisions on how his/her actions impact on customers and DHL. 
• 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. 
• Gathers information and analyses cause and effect. 
• Quickly and practically solves problems. 
• Establishes effective work processes and measures. 
• Creates 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.

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.

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.