As an experienced operator, you will be responsible for overseeing day‑to‑day import operations across both sea and airfreight shipments. Your duties include processing orders in Flow, preparing and managing all required documentation, invoicing customers, handling vendor invoices, and maintaining full financial control over your assigned files.

In this role, you will also be responsible for managing some key & general accounts, always ensuring exceptional service delivery and operational excellence.

Tracking and providing weekly shipment updates, updating Flow with relevant milestones and providing the customer with weekly updates and alerts on changes in ETAs, continually focused on accurate and timely information sharing.

This role involves handling all shipment types, including building consolidation containers (LFL/LF) as well as possibly calculating customs entries and data entry into Cargowise, ready for our customs broker to sign off.

Assisting your team and team leader with daily operation functions and desk cover is also required.

You will have direct relationships with your customers, packing depots, truckers, shipping lines, sub-contractors.

And work closely with your team, team leader and our Customs team on ensuring that shipment updates, tracking and that documents are received and saved in Flow for the customs team.

In addition, you must always represent Hillebrand Gori with the highest levels of professionalism.

It will be a requirement for the incumbent to be fully aware of Hillebrand Gori global policies and procedures and commitments to our Shipping Line partners, to ensure that the company’s strong image and high level of credibility is maintained by ensuring bookings are managed in accordance with Company guidelines.

In addition, the successful applicant will be able to use their depth and previous knowledge of freight, logistics and operations as well as their advanced communication skills to enable them to work relatively independently and efficiently.

Import Operations

Reporting to the Import Operations Team Leader you will be responsible for ensuring all aspects of your import operations desk is managed in accordance with company’s standards. You will be required to work closely with the sales and pricing teams, ensuring best practice, collaboration and

The position involves extensive communication with multiple parties. The main duties and tasks include, but are not limited too:

Main Duties

Operations – Key tasks

• Orders
  • Ensuring orders are sent through to GSC as per SOP
  • Entering orders into Flow as per SOP
  • Confirming orders with customers and offices
• Day to day Import Operations – Sea and Airfreight
  • Building Consolidations, arranging bookings for FCL, LCL and Airfreight consignments
  • Suggestion of shipping line to EHO offices
• • Check bookings and follow up on orders readiness, within our system and are invoiced in line with the quotation.
  • Tracking all shipments (Departure to Delivery)
• Daily monitoring of notifications & milestones
  • Checking Flow ‘milestones’ daily and action each task per shipment
  • Checking Flow ‘notifications’ daily and update customer / internal stakeholder of any changes
• Follow up and tracking of orders with our Export Handling Office (EHO) or agents.
  • Check in daily with EHO to chase/update order status within Flow.
• LFL Management
  • Manage LFL consolidations.
    • Compiling LFL sailing schedules and communicating these to customers and network
    • Consulting with overseas offices
• Provide weekly status reports/updates to customers.
  • Monitor shipment status, update, and send to customers weekly with commentary.
  • Alert customers outside of the report on delays or general industry activity.
• Collate necessary documentation for arrival.
  • Chase and compile necessary documents from EHO for shipments and customs clearance (Commercial invoice, QD (FCL), etc.)
• Prepare Customs calculations for Broker to process (Optional development)
  • Calculate commercial values for duty, liters, liters per alcohol etc.
  • Ensure documents are available and calculations given to broker.
• Coordinate deliveries (depots/customers)
  • Once goods arrive in NZ, consult with trucking companies and customers to arrange deliveries.
  • Use the General Tariff to find buying and selling rates to offer transport services to customers.
• Manage and maintain Financial Files, including customer invoices.
  • Collate and enter all vendors (supplier invoices), from shipping lines, depots, transport companies, and any other related costs.
  • Invoice out the customer for all involved costs, including freight, trucking, customs, and unpacking.
• Assist your team leader with month end process and weekly closing of financials.
  • Ensure all financial files are updated weekly and reflect accurately throughout the month.
  • Ensure all files have accurate estimates on (from ETD) to support our group internal profit-sharing scheme.
  • Ensure files are ‘ticked as ready’ weekly to assist with month end close procedures.
• Assist team and team leader with desk cover.
  • Help cover other desks within the team during leave periods.

Financial File Management

• Ensure all financial aspects with respect to import files are in line with Company policy.
• Understand the requirements with respect to profit per file and raise alarm whenever variances occur.
• Understand the company policy with respect to sharing profit with overseas offices and agents.
• Be aware of correct charges incurred from service providers such as shipping lines, co-loaders, de-consolidation warehouses, and transport companies and raise an alarm when variances occur.
• Ensure that all vendor invoices are processed within Flow and Zinvoices within KPI timeframes.
• Ensure that departed consignments are invoiced as per company guidelines and vendor invoices relating to the said consignments are approved for payment or disputed.

a. Internal - local

• Operations team
• Team Leader
• Operations Manager
• Sales, Pricing & Sales Support team
• Country Manager & other Oceania Management

b. External - local

• Local customers
• Local Transport companies
• De-Consolidation depots (3PLs)
• Shipping Lines
• Co-loading partners
• New Zealand authorities (NZ Customs, MPI, Chamber of commerce)

c. Internal & External – overseas

• Hillebrand Gori offices at origin/destination – where applicable
• Hillebrand Gori appointed Agents at origins – where applicable