How to Be Shipping Agent - Job Description, Skills, and Interview Questions

Apr 3, 2020 / 5 Minutes Read / By Albert

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When shipping an item, it is important to select an experienced shipping agent. This is because a good shipping agent can have a significant effect on the delivery time, cost, and safety of the item. They can provide invaluable knowledge of local laws and regulations as well as having access to a wide range of shipping options, such as air freight, ocean freight, and trucking, to ensure that the item arrives in the most cost-effective and timely manner.

Furthermore, the shipping agent can provide tracking services to provide the sender and receiver with peace of mind that the item is being monitored and is safe. In conclusion, choosing a reliable shipping agent is essential for successful and efficient international shipping.

Steps How to Become

Obtain a high school diploma or GED. A high school diploma or GED is typically required for entry-level positions in the shipping industry.
Obtain a college degree in a related field. Many shipping companies prefer applicants with a college degree in logistics, supply chain management, business administration, or another field related to shipping.
Obtain any necessary certifications. Some companies may require applicants to have certifications related to international shipping and customs.
Research the local shipping industry. Become familiar with the different shipping companies in your area and the services they offer.
Contact local shipping companies. Reach out to shipping companies in your area and inquire about any open positions for shipping agents.
Submit an application. Submit your application materials, such as your resume and cover letter, to the shipping company of your choice.
Participate in an interview. If your application is accepted, you may be invited to participate in an interview with the shipping company.
Receive training. Once you have been hired, you will likely receive training from the company on the duties of a shipping agent and the companys policies and procedures.
Begin work as a shipping agent. Once you have completed your training, you can start working as a shipping agent for the company.

In order to stay updated and capable in the shipping agent industry, it is essential to have a comprehensive understanding of the industry and its trends. This includes staying knowledgeable about the latest technology, corporate regulations, and international trade laws. agents should be familiar with the different types of transportation options and the best routes to take for cost-effectiveness and on-time delivery.

Furthermore, having a strong network of contacts in the industry can help keep shipping agents connected to the latest industry news and developments. Finally, developing relationships with clients and other shipping agents can help to foster trust and lead to more lucrative business opportunities. By having an understanding of the industry, staying informed about advancements in shipping technology, and building strong relationships, shipping agents can ensure they are up-to-date and capable in their field.

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Job Description

Receive and process shipping instructions from customers.
Determine and recommend the most cost-effective and efficient shipping methods.
Prepare documents such as bills of lading, invoices, customs documents and other shipping documents.
Track and trace shipments and provide timely updates to customers.
Communicate with carriers and negotiate rates.
Monitor inventory levels and order supplies as needed.
Inspect and ensure the safety of cargo prior to shipping.
Resolve customer service issues in a timely manner.
Manage and maintain shipping records.
Ensure compliance with local, state and federal regulations.

Skills and Competencies to Have

Knowledge of shipping regulations and laws.
Ability to read and understand shipping documents.
Excellent customer service skills.
Ability to manage multiple tasks and prioritize work.
Ability to work independently and make decisions.
Knowledge of computer systems, software programs, and databases.
Excellent communication and problem-solving skills.
Attention to detail and accuracy in work.
Ability to negotiate rates with suppliers and carriers.
Knowledge of international trade regulations and import/export requirements.

Effective communication skills are essential for shipping agents, as they must be able to effectively convey information between numerous parties. Communication is key for shipping agents, as they need to be able to relay important details such as delivery times, shipping fees, and package weight to customers, vendors, and supervisors. In addition, shipping agents must possess problem-solving skills in order to resolve any issues that may arise during the shipping process.

For example, if a package is delayed or damaged in transit, the shipping agent must be able to work with vendors and other parties to find a solution that meets the customers' needs. Furthermore, attention to detail is an important skill for shipping agents as they must be able to accurately document and record key shipment details. Poor record keeping can lead to costly delays and errors, so shipping agents must be able to pay close attention to the details of each shipment.

Finally, strong organization skills are necessary for shipping agents in order to manage the many tasks associated with each shipment. From tracking packages to filing paperwork, shipping agents must be able to effectively organize the various tasks involved in shipment processing.

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Frequent Interview Questions

How do you stay organized in a busy shipping environment?
What challenges do you find in managing shipments?
How do you ensure accuracy when processing shipping documents?
What strategies have you used to ensure customer satisfaction in the shipping process?
How have you improved operational efficiency in the shipping process?
How do you ensure compliance with international customs and regulations?
What experience do you have with tracking shipments in real time?
What is your experience with hazardous material shipping regulations?
How have you managed customer service issues related to shipping delays?
How do you stay up-to-date on new shipping regulations and industry trends?

Common Tools in Industry

Booking System. used to book transport and schedule shipments (eg: Shipify).
Tracking Software. used to monitor the progress of a shipment (eg: ShipTracking).
Freight Forwarding Software. used to manage international shipping and customs documentation (eg: Freight Gate).
Bill of Lading Software. used to generate and manage bills of lading (eg: ShipIt).
Rate Shopping Software. used to compare rates from different carriers (eg: ShipRate).
Automated Documentation Software. used to generate and manage shipping documents (eg: DocuShip).
Label Printing Software. used to print shipping labels (eg: LabelPro).
Inventory Management Software. used to manage inventory levels and track stock (eg: StockTrac).
Carrier Management Software. used to manage relationships with carriers (eg: CarrierConnect).
Shipping Compliance Software. used to ensure compliance with shipping regulations (eg: Compliance-X).

Professional Organizations to Know

National Customs Brokers & Forwarders Association of America (NCBFAA)
The Federation of International Trade Associations (FITA)
International Air Transport Association (IATA)
International Federation of Freight Forwarders Associations (FIATA)
Customs-Trade Partnership Against Terrorism (C-TPAT)
International Maritime Organization (IMO)
Airforwarders Association (AfA)
National Association of Freight and Logistics (NAFL)
National Shippers Strategic Transportation Council (NASSTRAC)
American Association of Exporters and Importers (AAEI)

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Common Important Terms

Freight Forwarder. A company that specializes in orchestrating the transportation of goods from one place to another, often providing additional services such as customs clearance, warehousing, and insurance.
Customs Broker. An individual or company that is licensed by the government to act as an intermediary between the importer and the government authorities in matters of customs clearance.
NVOCC. Non-Vessel Operating Common Carrier A licensed ocean freight forwarder that consolidates shipments and issues its own bills of lading and other documents.
Logistics. The management and coordination of goods or services from the point of origin to the point of consumption.
Bill of Lading. A legal document issued by a carrier to acknowledge receipt of goods for shipment and serves as a contract between the shipper and the carrier.

Frequently Asked Questions

What are the benefits of using a Shipping Agent?

A Shipping Agent can provide a number of benefits including cost savings, faster transit times, better tracking and delivery services, access to a broader range of shipping options, and improved customer service.

What types of entities use Shipping Agents?

Shipping Agents are commonly used by businesses, individuals, freight forwarders, customs brokers, and other logistics providers.

What is the typical cost associated with using a Shipping Agent?

The cost of using a Shipping Agent depends on the services they provide and the size and complexity of the shipment. Generally, the cost is based on a percentage of the value of the shipment plus any additional fees.

What documents are required to use a Shipping Agent?

The documents required to use a Shipping Agent vary depending on the type of shipment and the destination country. Commonly required documents include commercial invoices, packing lists, certificates of origin, and bills of lading.

How long does it typically take for a shipment to be delivered using a Shipping Agent?

The time it takes for a shipment to be delivered using a Shipping Agent depends on the type of shipment and its destination. Generally, standard shipments take between 3-7 business days, while expedited shipments may take as little as 1-2 days.