Ops Admin Assistant I

Description

Job Summary: Support administrative and export processing operations, ensuring proper document management, information validation in operational systems, and compliance with security procedures. Key Highlights: 1. Support administrative operations and export processing. 2. Ensure document management and information validation. 3. Comply with security procedures and support continuous improvement. **Before applying for a position, select your preferred language from the options available in the top-right corner of this page.** Explore your next opportunity at a Fortune Global 500 company. Discover innovative possibilities, enjoy our enriching culture, and work alongside talented teams that help you grow every day. We know what it takes to take UPS into tomorrow: people with an extraordinary combination of skill and passion. If you have the qualities and drive to lead teams, positions are ready to cultivate your skills and take you to the next level. **Job Description:** **Job Summary** Support administrative and export processing operations, ensuring proper document management, information validation in operational systems (OPSYS), discrepancy control, record updates, compliance with security procedures, and support for Flor Express and air cargo processes. Key Responsibilities * Process and validate export and customs documentation. * Perform document editing, scanning, digitization, and validation activities in OPSYS and IDIS. * Manage cargo scanning processes using Zebra devices and the GSL application. * Review and resolve operational and documentation discrepancies. * Update information in operational systems (OPSYS, Booking, and associated tools). * Execute pre-alert, air waybill linking, and contingency processes for flights. * Manage inventories of operational supplies. * Complete operational reports and checklists. * Support internal and external audits. * Ensure compliance with SOPs, safety standards, and regulatory requirements. * Participate in continuous improvement and process standardization initiatives. The following describes the general nature of this position through a list of activities required to perform the job: **Safety and Compliance** * Ensure my own safety and that of my colleagues by actively participating in the company’s Safety and Health at Work activities. * Comply with applicable safety requirements and procedures for operations. * Ensure compliance with SOPs (Standard Operating Procedures). * Manage compliance with weekly training and IELMS training requirements. * Support preparation for and participation in internal and external audits. * Conduct Quick Look Audits per established guidelines. **Flor Express Documentation Processing** * Digitize and validate Flor Express customs documentation. * Scan and validate supporting documents: commercial invoice, phytosanitary certificate, and packing list. * Validate documentation before initiating the editing process. * Confirm that the declared piece count and value match the commercial invoice. * Review and manage discrepancies identified during document processing. * Confirm transmission of contingencies when applicable. **Operational Processing** * Execute scanning processes using Zebra devices and the GSL application. * Perform ULD closures, creation of new ULDs, and assignment of security seals as required. * Conduct review and resolution of Flor Express discrepancies. * Manage air waybill-to-flight linking and execute contingency processes in OPSYS as appropriate. * Update operational information in Booking, OPSYS, and pre-alerts. * Review and validate the 4DJ0 discrepancy report. * Execute Common Carrier processes per established procedures. **Data Control and Systems** * Manage and validate information in OPSYS, including ULD processing and IN/OUT reconciliations. * Track and validate operational data in corporate systems. * Identify and correct operational discrepancies, including ULD imbalances, MOMA creation, and forced entries. * Maintain ASI scale weight control documentation and Test Weight records. **Inventory and Operational Support** * Manage and control inventory of supplies designated for Flor Express customers. * Complete daily, weekly, and preflight checklists. * Send operational communications, including manual updates, reports, and notifications. * Assist in cross-functional coordination according to operational needs. **Continuous Improvement** * Identify operational gaps and propose corrective actions. * Support implementation of process improvements. * Participate in operational standardization and optimization initiatives. **Technical Knowledge** * Proficiency in Microsoft Office: Word, PowerPoint, Excel, Power BI, Outlook, and Teams. * Experience with operational and administrative systems. * Basic knowledge of export processes, air documentation, and logistics. * Scanning process experience preferred. **Required Qualifications** * Technical, technological, or university student in Logistics, International Trade, Administration, Industrial Engineering, or related fields. **Required Experience:** Minimum 1 year of experience in administrative, logistics, operational, or operations support processes. **Work Schedule:** * Monday through Sunday, based on operational needs and Gateway scheduling. * Availability to work weekends and holidays when operationally required. **Required English Level:** Basic to intermediate English (preferred) (50% spoken, 60% written) **Position Grade:** **007** Ops Admin Assistant I **Work Modality:** On-site. **Exact Work Location Address:** Av Dorado \# 106\-81 Bod 88\-97 TC2 Muelle de carga Internacional El Dorado International Airport, Bogotá D.C. **Number of Positions to Fill:** 1 position. **Employment Type:** Permanent UPS is committed to providing a workplace free from discrimination, harassment, and retaliation.