Export administrator- Dutch speaking

Company information

BP Global Business Services Europe

Location

Budapest, Szeged

Overall score:

5.7

Organization introduction

The world has an ever-increasing demand for energy, and BP discovers, develops and delivers oil and gas across the globe. They are capturing existing sources while enhancing the potential of renewable and alternative energy. By making the most of our world-class assets and investing in new technologies. Global Business Services Europe is part of Global Business Services (GBS) – a 4,500-people organization within BP that supports the downstream operations. Core areas include finance, customer service, mid and back office support for procurement, HR services and other functional support for customers. They opened the centre in 2009 and currently employ over 900 staff of 28 different nationalities in the Haller Gardens Offices. Even though the official language in the BSC is English, the colleagues do business in 7 more European languages, in a dynamic, multinational environment.


Job information

Business area

LOGISTICS - SUPPLY CHAIN / PROCUREMENT

Profession

Logistics Specialist

Location

Budapest

Job title

Export administrator- Dutch speaking


Team / organisation unit description

The purpose of the role is to assure the export deliveries to the countries in scope for packed goods. Focus is mainly on primary distribution (IUS) and third party export customers (secondary distribution). This covers order entry and order processing in SAP, availability checks and allocation in coordination with Planning and Demand Managers, delivery planning and scheduling with the warehouse, freight forwarders and customers after the shipment. Further the preparation of the necessary export documents, invoicing and all correspondence with the customer. Solving daily logistic issues ( e.g. claims, customer requirements) with the warehouse, forwarders and plant is part of the Export Admin role. Export administrators are required to have a broad understanding of Customer Service processes to enable a high percentage of first contact resolution and will continually manage customer expectations through various contact channels.


Tasks and activities

  • Coordinate transportation and S & H daily operations taking into account capacity constraints and business priorities.
  • Ensure and follow up BP HSSE rules and policies are complied with for all S & H and transportation activities
  • Provide excellent Customer Service in order to continuously improve relationships with customers.
  • Support Distribution/Logistics Manager in auditing activities as required.
  • Work closely with logistics providers and customers to manage logistics queries and complaints
  • Maintain freight costing data in SAP in order to ensure a correct estimation of logistics providers invoices
  • Execute day to day customer service related operational tasks to ensure delivery meets customer expectations and is consistent with set process performance indicators, applicable service level agreements and the customer service functions core values.
  • Leverage deep understanding of specific customers, processes / systems and act as an escalation point of contact for any verbal or written form of enquiries from external customers and internal customers from the BP Business and third parties. These customers will include local operations, hauliers and governmental authorities (e.g. tax inspectors, customs agents, chamber of commerce, etc.) as well as 3rd parties.
  • Interact with customers in a professional, friendly and efficient manner and escalate concerns about meeting service levels or deadlines.
  • Proactively resolve customer issues (working with other teams as appropriate):
  • Take ownership and resolve escalated telephone and written customer issues
  • Route issues to Lubricants where appropriate for investigation/resolution.
  • Escalate activities that are not actioned by assignees.
  • Provide customer service via the internet, phone, fax and email to support activities including:
  • Order processing and order fulfilment.
  • Sales order tracking.
  • Monitor supply outages and react accordingly for incoming and existing orders.
  • Complaint resolution, identification and management of complaint root causes.
  • Log, assign and track progress of queries and customer requests from receipt to completion ensuring data is accurately entered and maintained in all customer service and data collection systems.
  • Support GBS activities through immediate triage, escalation (high risk customer issues - financial, legal, reputation), resolution or logging and forwarding of customer inquiries / issues.
  • Manage and maintain customer expectations, referencing pre-established service level agreements where applicable.
  • Make recommendations on existing knowledge base documents and identify knowledge gaps.
  • Build and maintain strong relationships with both the customer and internal business partners through the provision of timely, accurate and high quality service.
  • Highlight process gaps and inefficiencies; proactively seek solutions to increase productivity and / or level of service provided.
  • Perform user acceptance testing in service centre technology and ERP systems to help ensure effective enhancement execution.

Requirements

Language 1:

English

Level

Advanced


Language 2:

Dutch

Level

Professional


Qualification:

Secondary education


Experience in this profession

1-3 years


Additional requirements (certifications, special knowledge, software etc.)

  • Excellent knowledge of Incoterms.
  • Comprehensive knowledge of all documents related to International Trade (B/L, EUR1, COO, customs documents).
  • Legal knowledge of customs, ADR and Excise goods.
  • Base knowledge of P2P and Freight Costing processes.
  • Knowledge of Atlas is an advantage.
  • Intermediate level of the English language, both oral and written.
  • Fluent in local language.
  • Active listening skills.
  • Able to meet deadlines through good time management and allocation of priorities.
  • Good balance of general customer service skills and knowledge of the distribution industry.
  • Strong service orientation - demonstrating the ability to set and maintain high standards of customer service, actively looking for ways to satisfy the customer.
  • Excellent team member encouraging and respecting the contribution of others and proactively sharing information and ideas.
  • Strong interpersonal skills with an awareness of different cultures within the customer base, team and organization
  • Must demonstrate a strong understanding of customers’ needs / behaviours
  • Excellent written/oral communication skills and ability to build effective working relationships
  • Strong problem solving skills
  • Highly motivated
  • Experience using SAP and/or Siebel and MS Office application
  • BP Code of Conduct
  • Anti Bribery and Corruption (ABC)
  • International Trade Regulations (ITR)
  • Anti Money Laundering (AML)
  • Data Privacy – Initial training
  • Conflicts of Interest (CoI)
  • Basic understanding of tax and legal logistics regulations
  • Basic understanding of financials and commercial acumen – understanding the impact of decisions on transport costs, such as mode of transport, capacity utilisation.
  • Ensures standard document control policy and procedures are adhered to in handling and managing all inbound documentation
  • Drives export order management and fulfilment process to ensure products are delivered to the customers with proper documentation in a timely manner
  • Regularly tracks and resolves outstanding issues and introduces continuous improvements measures
  • Uses customer knowledge to anticipate and follow up on potential and existing customer concerns and finds solutions to proactively resolve/prevent them
  • Drives cross-functional collaboration to ensure consistent and high quality customer service at all times
  • Is aware of the compliance requirements associated with various types of non-financial risks and applies within own area of work
  • Uses preventive risk assessment and analysis procedures to track and report potential risks/non-compliance

What we offer

  • A truly multinational team
  • Cafeteria
  • Easily accessible workplace
  • High-quality office environment
  • Long-term opportunities
  • Working in an international, young and dynamic team
  • Opportunity to develop your professional skills in a multinational company
  • Competitive salary plus benefits
  • Competitive compensation package

Additional information

Normal

Junior team member

Full-time

Permanent employee for indefinite time


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