Job Description: Office Agent

Reports To: Office Supervisor

Summary

The Office Agent provides all the customer service for accepting, processing/finalizing, and delivering air freight efficiently, timely and safely to their intended destination. Coordinates and communicates with freight forwarders, trucking companies, airlines, and ground handlers. The employee must consistently display a professional and positive image. The "Lead by Example" concept is strongly promoted.

Core Competencies:

• Technical Competence & Knowledge
• Leadership
• Analytical
• Communication skills
• Organizational skills

Job Duties

• Ensure compliance with all Transportation Security Administration (TSA), Federal Aviation Administration (FAA), Customs & Border Patrol (CBP), and customer requirements.
• Computer system proficiency for airline booking and load planning.
• Ensure compliance with special cargo including, but not limited to AVI, HUM, VAL, and other airline-specific products.
• Breakdown Airwaybills (AWBs) in accordance with airline requirements.
• Prepare computer manifest, carrier certificates, and other records in accordance with airline procedure, including Dangerous Goods (DG) ‘Notification to Captains’ (NOTOCs), and other relevant documents. Check for accuracy and completeness.
• Send special handling telexes/messages in accordance with airline requirements & regulations.
• Release flights and check for completion of data transfer between computer systems to the extent possible.
• Prepare Airwaybills (AWBs) and secure payment from private shippers, when necessary, as permitted by Government Regulations.
• Ensure documents are filed with CBP in accordance with required deadlines.
• Answer queries, tracing actions in a timely manner.
• Ensure retention of required delivery records.
• Initiate freight discrepancy action where required.
• Monitor the acceptance of specialty products, including Valuables (VAL) & Vulnerable (VUN), ensuring secure storage as required.
• Monitor inbound messages, manifest inbound shipments accordingly, proactively preparing for inbound traffic after flight release by overseas stations.
• Prepare breakdown & freight check-in manifests for warehouse staff use, including special handling instructions or storage requirements.
• Document locations received from the check-in process on correct tallies, verifying totals for accuracy.
• Initiate discrepancy messaging as appropriate after completion of check-in.
• Prepare, assign documents and notification to consignees and/or brokers.
• Finalize shipments in computer systems when required.
• Verify that complete shipments have been appropriately signed for and the documentation finalized.
• Initiate follow-up tracing action as required for all discrepancies, in accordance with Company & customer requirements.
• Obtain US Customs Release of aircraft & freight.

Requirements

• Must be 18 years of age.
• High School diploma.
• Enthusiastic about Customer Service.
• Must be capable of lifting/pushing/pulling up to 70 lbs. on a regular basis.
• Ability to work nights, weekends, holidays, and varying schedules.
• Proficient Computer Skills.
• Must be able to stand, lift, and bend for an extended period.
• Must successfully complete airline-specific training programs and recertification.
• The ability to read, write, and fluently speak and understand the English language.