Ops Admin Assistant I

Description

Job Summary: Support administrative and export processing operations, ensuring document management, information validation, discrepancy control, and adherence to security procedures. Key Highlights: 1. Manages export and customs documentation and validation. 2. Ensures compliance with SOPs and security standards. 3. Participates in continuous improvement and process standardization. **Before applying, please select your preferred language from the options available in the top-right corner of this page.** Explore your next opportunity with a Fortune Global 500 organization. Discover innovative possibilities, experience our rewarding culture, and work with talented teams that help you grow every day. We know what it takes to take UPS into the future — people with a unique combination of competence and passion. If you have the qualities and motivation to lead yourself or teams, roles are ready to cultivate your skills and take you to the next level. **Job Description:** **Job Summary** Support administrative and export processing operations, ensuring accurate document management, information validation in operational systems, 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 documentary discrepancies. * Update information in operational systems (OPSYS, Booking, and associated tools). * Execute pre-alert, air waybill linking, and in-flight contingency processes. * Manage inventories of operational supplies. * Complete operational reports and checklists. * Support internal and external audits. * Ensure compliance with SOPs, security standards, and regulatory requirements. * Participate in continuous improvement and process standardization initiatives. The following describes the general nature of the 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 Occupational Safety and Health activities. * Comply with applicable safety requirements and procedures for the operation. * 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 prior to initiating the editing process. * Confirm that piece count and declared 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 closeouts, creation of new ULDs, and assignment of security seals as required. * Conduct review and resolution of Flor Express discrepancies. * Manage air waybill linking to flights 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 and Systems Control** * 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 is desirable. **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 operational support processes. **Work Schedule:** * Monday through Sunday, based on operational needs and Gateway scheduling. * Availability to work weekends and holidays when required by operations. **Required English Level:** Basic to intermediate English (desirable) (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. **Type of Employee:** Permanent UPS is committed to providing a workplace free from discrimination, harassment, and retaliation.