Job Summary
Supervises PRD-Trade and all the Trade Assistants. Coordination with the government regulatory agencies needed to accomplish TO's Tasks.
Pre-shipment
1. TO will receive the Shipping documents from TA-Communication.
a. Bill of Lading (2 copies, 1 is for receiving copy for Broker)
b. Commercial Invoice
c. Packing List
d. Free Trade Agreement Forms (FTA) - Form E (if any, Brand New China Shipment)
e. Telex Release/Surrendered Bill of Lading (email to broker once received)
Note: the supplier emailed Telex Release/Surrendered Bill of Lading once the TT Sched was fully paid.
2. After receiving, TO will contact the Broker to get the shipping documents here at JHQ for their processing at BOC.
3. TO will ask for the shipment code at TA-Documentation and will hand over the Bill of Lading.
4. Encode all details to Shipment Monitoring.
Mid-Shipment
1. TO will create a Broker Update Excel file that contains the Shipment code, BL no, Container no., ETA, and the Status via email to the Broker.
a. For Filing – means the Broker is filing the shipping documents to BOC
b. Process on BOC – means the documents are subject to screening at BOC
Note: The Broker sometimes asks for pictures, pamphlets, catalogues, etc. featuring the items or trucks. This was being provided by the supplier.
c. Final – the processing at BOC has been done.
d. Email the broker and request the Final Assessment Notice and Single Administrative Documents this is for the customs duties and taxes.
e. Releasing – means it is approved to release from the pier and will wait until the shipping line processed the bookings.
2. Create RFP for the shipment under SOBIDA consignee. Endorse to CF for checking and signature then endorse to RBB for approval.
Note: If the shipment under HSV, no need to create RFP as the Broker already process the payment. The broker will be the one who will pay all the duties and taxes.
Post- shipment
1. Broker will update thru Viber if the shipment is for releasing. The Broker will process the booking of the container. Ask the Broker for the update of Booking for tracking of delivery.
a. All suppliers except Brembo and Sawa must be delivered in TRK Warehouse, and for exceptions, the delivery should be at Ipil Warehouse
2. Send updates to Warehouse TRK and Ipil based on the update of Broker thru Viber Group Chat.
Costing and payment of SOA
1. Broker will issue a billing/statement (SOA) for the Shipment, BOC-CP, and Engine Cert.
2. After receiving, TO will encode and check from the previous shipment if the charges are okay or need to be approved by the OZ-HEAD (RBB).
3. After checking and approval (if applicable), TO will prepare the Summary of Payment for the broker SOAs.
Note: Costing documents will be given by WPD to CF (Maám Edna Castillo) for costing and the in-charge personnel of TRK/ VHD items.
4. TO will forward the SOAs attached with the Summary of Payment and the Costing Documents to CF (Mam Eds).
5. CF will give the paid SOAs and signed costing for our post documentation.
6. Inform broker regarding the paid SOAs thru email.
Post-Documentation
1. TO will photocopy the SOA and all the supporting documents therein.
2. TO will prepare the Import Documents for CF-CHQ’s and TA’s copy for their filing.
a. CF-CHQ’s copy of Import Documents.
i. SOA (Photocopy)
ii. Final Assessment Notice (Original)
iii. Single Administrative Document (Original)
iv. Statement of Settlement of Duties and Taxes (Original)
v. ICTS (Original)
vi. Shipping Line Billings, Official Receipts, and Acknowledgement Receipts (Original)
vii. Other ORs and ARs (Original).
b. TO’s copy of Import Documents.
i. Deposit Slip (Original)
ii. Summary of Payment (Original)
iii. SOA (Original)
iv. Final Assessment Notice (Photocopy)
v. Single Administrative Document (Photocopy)
vi. Statement of Settlement of Duties and Taxes (Photocopy)
vii. ICTS (Photocopy)
viii. Shipping Line Billings, Official Receipts, and Acknowledgement Receipts (Photocopy)
ix. Other ORs and ARs (Photocopy)
3. After preparing, TAO will file his copies.
4. TO will collect all CF-CHQ’s copies for the whole month and forward them altogether at the end of the month. Maám Edna Castillo will receive it and she will be the one to submit to CF-CHQ).