Operations Associate

작업 내용

Marken is a wholly owned subsidiary of UPS and is a critical part of UPS Healthcare. With Polar Speed and Marken included, the UPS Healthcare division staffs 128 locations with 5,500 employees worldwide. Marken offers a state-of-the-art GMP-compliant depot network and logistic hubs for clinical drug product storage and distribution in 58 locations worldwide, while maintaining the leading position for Direct-to-Patient and Home Healthcare services, biological sample shipments and biological kit production. Marken’s dedicated 2100 staff members manage 120,000 drug product and biological sample shipments every month at all temperature ranges in more than 220 countries. Additional services such as ancillary material sourcing, storage and distribution, shipment lane verification and qualifications, as well as GDP, regulatory and compliance consultancy add to Marken’s unique position in the pharma and logistics industry

Primary function is to support both the import and export processes.

Import: Gather the information required to retrieve and deliver all shipments within the requested transit time. Communication with all Departments to track shipments. Check and ensure all shipments have been delivered on time and report discrepancies. Provide notification of delivery internally and to Marken overseas offices. Ensure the correct job process flow is maintained and job files are closed accordingly for record purposes. Filing and Administration within the department. Data entry using in-house systems.

Export: Coordination with all stakeholders involved to ensure smooth export process. Prepare export paperwork and send prealerts to foreign Marken Branches and agents.

Main Duties And Responsibilities

• Ensure adherence of operational tasks to global processes and procedures.
• Ensure that all shipments recovered are received through webscan at time of arrival and checked against the manifest- confirm correct pieces and weight
• Replenish shipments as required based on temperature requirements and record accordingly in the system
• Manage Maestro transportation system for monitoring both import and export shipments and update milestones accordingly
• Proactive monitoring of both import and export shipments, ongoing pick ups and deliveries.
• Manage the import process with the Marken appointed broker. Prepare the set of import paperwork.
• Review shipments received at the warehouse and ensure they are handled correctly based on temperature, delivery date and special handling instructions
• Daily monitoring of the operations mailbox: Manage requests, inquiries and Issues. Distribute request, inquiries and issues within the team and/escalate to line manager
• Create prealerts to other Marken branches and agents based on location- ensure all pieces are scanned out and manifested.
• Assist to the proper preparation of temperature controlled packaging.
• Create flight plans for shipments and ensure flight plans are correctly entered into transportation management system
• Prepare for export paperwork and coordinate the exports with all stakeholders involved: Airlines, handling agents, broker, foreign Marken offices and agents.
• Manage deviations and perform related investigations
• Monitor and manage daily operational KPI’s (POB, POD, OTP,…)
• Reporting of issues to line management
• Managing On Hold and ‘Not OK to Send’ shipments according to procedures
• Complete GxP documentation logs
• Support the team in continuous improvement projects
• Do coordination between operations and dispatch/transport
• Assist in the dispatch and tendering of shipments to airlines as well as the recovery
• Keep warehouse clean and organized
• Responsible for reviewing appropriate documentation, labeling and markings as included with each shipment
• Communicate with other Marken Offices and Overseas agents.
• Tracking arrivals / departures and trace domestic deliveries.
• Monitor the return of hard copy Proof of delivery and filing.
• Confirm all Proof of Delivery have been entered into Maestro and provide the delivery information to the Customer Services and Marken Overseas Office
• Responsible for performing other duties as required helping the Operations Team complete daily tasks.
  
  

General

• Telephone and email communication.
• MS office: Word/Excel/Powerpoint.
• Work with: Customer Services, Transport, Exports, Imports, Marken Offices and Agents.
• To always adhere to all company Policies.
• To undertake any other reasonable duties at the request of the Line Manager or Branch Manager.
  
  

Qualifications /Skills

• Background and work experience in Operations.
• Good interpersonal skills and a collaborative management style.
• Strong analytical skills.
• To operate in a fast pace, community environment.
• Commitment to get the job done.
• Ability to challenge and debate issues of importance to the organization.
• Ability to look at situations from several points of view.
• Demonstrated commitment to high professional ethical standards and a diverse workplace
• Good computer skills and proficient in excel, word, outlook, and access.
• Knowledge on international compliance & security regulations.
  
  

Working Conditions

Monday to Friday. Occasional weekend work will be required.