Import/ Export Client Service Clerk

Duties & Responsibilities

Client Services & Customer Support

• Assist in all local Client Services–related functions as assigned.

• Take bookings and generate booking confirmations for clients.

• Keep customers informed of sailing schedules, stack dates, ETD/ETA, and any changes.

• Handle all customer email and telephone enquiries.

• Assist customers with shipment tracking and container status updates.

• Respond to quotation requests in coordination with senior staff.

• Update daily and weekly schedules and send out notices.

• Manage VIP client tracking (e.g., Volkswagen).

• Take messages and assist with calls when Sales and ICS are busy.

• General administrative duties may be assigned from time to time.

Booking & Schedule Management

• Formulate and update vessel schedules on a weekly basis.

• Follow up on bookings prior to stack opening and after stack closing for commercial and mismatch purposes.

• Process eBookings received via INTTRA and myMSC.

• Prepare daily/weekly booking and loading reports for required vessels.

• Update ETAs, ETDs, ETSs, and vessel rotations as required.

• Follow up with load ports on discrepancies from clients regarding Bill of Lading details.

• Compiling cover sheets for each vessel.

• Upon request from client, advising the ETA of vessels.

Documentation, Releases & Compliance

• Submit all required documentation to port and customs to avoid penalties (e.g., discharge lists, manifests, bill-to-container, container-to-bill).

• Process Manifest Correctors within the 24-hour deadline.

• Apply for IMO and critical cargo approvals on DMAXS & DMIXS.

• Handle telex releases, elsewhere payments, COD arrangements, and redirection requests.

• Monitor locked/unlocked Bills of Lading and assist with updates.

• Provide Haz and priority lists to Operations within stipulated deadlines.

• Liaise with the Inward Freight department regarding documentation and invoicing issues.

• Compile vessel cover sheets and provide container numbers and discharge figures to Operations.

Cargo Monitoring, Tracking & Claims

• Check and respond to cargo tracking enquiries.

• Monitor transshipment figures for containers transshipping in Durban/Cape Town for Coega.

• Monitor COD containers and follow up on discrepancies.

• Assist with cargo and equipment claims, seal discrepancies, and escalate when required.

• Attend to tracking queries and monitor tracking reports.

Liaison & Coordination

• Liaise with overseas agents on bookings, rate enquiries, and general information.

• Coordinate with Legal Department to arrange MSC representation at unpack surveys and maintain survey records.

• Request and monitor Letters of Authority (LOAs) and maintain updated client data schedules.

• Work closely with client stakeholders and internal departments to resolve issues promptly.

• Complete all required KPIs accurately and on time.

• Regularly review processes and suggest improvements to enhance efficiency.

• Support other functions or departments as required.

Ad-Hoc

• Any other duties that are required.

As per Sales Manager/Branch Manager requests.

Desired Experience & Qualification

• Minimum 3 years’ relevant experience.

• Matric/ Grade 12.