VIETNAM NATIONAL UNIVERSITY HO CHI MINH CITY

HO CHI MINH CITY UNIVERSITY OF TECHNOLOGY

MECHANICAL ENGINEERING DEPARTMENT
INDUSTRIAL SYSTEM ENGINEERING

INTERSHIP
REPORT WEEK 1
Instructor: Assoc. Prof. Dr. Le Ngoc Quynh Lam

Student information
Student’s name: Nguyen Thien Kim
Student’s ID: 2053174
I. Organization structure
1. Vision and mission
- Integrator of Global Logistics Services
 Dolphin is able to detect the trend in global logistics using an open,
cross-industry communication network.
 Provide the most affordable solutions for any unique requirements or
issues that clients of the organization may have.
 To create a system of sharing information.
 Efficiently satisfy the unique needs of the client by combining global
transportation and logistics services.
 To satisfy and meet the needs of the customer, offer customized
service.
- Passionate, Professional, Innovative Team
 Passion motivates company to offer outstanding service.
 Introducing comprehensive training programs will guarantee that staff
members are well-versed in current knowledge and information, and
will also help study and build the quickest delivery model.
 Hire proactive personnel with a wealth of expertise in freight
forwarding, liner shipping and air forwarding.
 By utilizing staff that is highly skilled and experienced and that has a
variety of business expertise.
 Promote and develop the idea of long-term learning for the personnel.
- Create the maximum benefition to clients
 Reduce the cost of customer’s transportation cost by the volume
 Enlarge their best competitive power.
 Meet customer’s needs as the object of company’s service
improvement.
 Grow with customer and be their best partner.
 Increase the delivery efficiency.
- Customer service
 One stop contact window.
 Complete customers data and clear communication records.
 To design the service program according to customer’s characteristics.
 Tracing the cargo delivery status automatically.
  Keep customer constantly informed about all steps!!
- Culture sharing and feedback
 Through the staging of sporadic lectures in specialist topics and study
groups, information is shared and feedback is exchanged.
 Every year, support charitable initiatives.
 For clients, host seminars on logistics.
- Values emplyees
 Encouraging employees to attend intelligent development courses to
explore self values and
 To develop what they are good at and pursue what they dream and
create their fortunes.
- Global scales. Comprehensive solution
 Producing the best flow chart what customer desire with company’s
global, open, cross-industries competence to achieve the goal
precisely.
 "Hit bull’s eye!"
2. Services
- Sea Freight
 Cross Trade cargo, receiving cargo, issuing B/L, paying amount,
collecting amount, distributing cargo, inspecting cargo…etc.
 Including Export and Import FCL/LCL cargo
- Air Freight
 Cross Trade cargo, receiving cargo, issuing B/L, paying amount,
collecting amount, distributing cargo, inspecting cargo
 Signed contract with airlines & guaranteed space.
 Independent ULD (Unit Load Device) service to decrease the
probability cargo get damage & speed up customs clearance time.
- Cartage, Delivery, Warehousing, Customs Brokerage, Inspection,
Palletization & Cargo Insurance Services
- Door-to-Door Service
3. Departments/ Functions
- Managing director:
Responsible for setting the strategic direction, overseeing the management
team, and ensuring the financial health of the organization. They drive
business development initiatives, optimize operational processes, manage
risk and compliance, develop a skilled workforce, and maintain relationships
with stakeholders.
Additionally, they stay updated on industry trends and foster innovation to
ensure the company's competitiveness.
- Marketing/Sale department:
Responsible for acquiring and managing customers, conducting market
research, developing sales strategies, and achieving revenue targets. They
identify new business opportunities, understand customer needs, and provide
tailored logistics solutions.
In international sales, they navigate import/export regulations and manage
global client relationships, while in inland sales, they focus on the domestic
market. The sales department collaborates with other departments, such as
operations and customer service, to ensure seamless execution of sales
contracts and customer satisfaction. Their goal is to drive revenue growth,
expand market reach, and maintain strong customer relationships.
- Operations department:
Responsible for coordinating and executing freight transportation services,
including export/import sea freight, air freight, and inland freight. They
 handle freight booking, documentation, and carrier management, ensuring
timely and cost-effective transportation.
They plan efficient routes, ensure customs compliance, track shipments, and
address any disruptions or exceptions that may arise.
The operations team collaborates with other departments to coordinate the
supply chain and maintains a focus on quality assurance and customer
satisfaction throughout the logistics process.
- Finance, human resource and accounting departments
The finance department in a logistics forwarder company manages financial
planning, reporting, and transactions, while ensuring compliance with
financial regulations.
The human resources department oversees recruitment, employee relations,
and compliance with employment laws.
The accounting department handles day-to-day financial transactions,
record-keeping, financial statements, and tax compliance.
These departments work together to maintain financial health, manage the
workforce, and ensure accurate financial reporting, ultimately supporting the
overall operations of the company.
II. System
The operating system of the company is divided into 3 main parts including:
- Inland transport
- International transport: in this section will include sea freight and air
transport, each type of transport will include import and export of goods.
- Accounting and human resources
 General process

Customer/
Receive Choose a
Fwd Loaded Consignee
booking suitable Make Complete
Make B/L cargo at receive
from schedule to payment process
port to cargo
customer transport
transport

 Export cargo by sea process in company

Step 1: After receiving the customer's booking request from salers, the sales
assistant will transfer the booking to the pricing department
Step 2: Following receipt of the booking request, the pricing department will
investigate the shipping lines for the appropriate train, compare the prices at each
carrier, and re-notify the customer so that they may select the route and the
shipping firm to use.
Step 3: The Pricing department will obtain a booking confirmation from the
shipping line and deliver it to the client after procuring the train that meets the
customer's requirements.
Step 4: After step 3, the sales assistant will send the booking confirmation to the
customer and arrange for shipping
Step 5: Invoice, packing list, and shipping instruction (SI) are sent by the customer
to the sales assistant, who then gives them to the export operators for the bill of
lading.
Step 6: Export operators will proceed to do Bill of Lading to send it back to the
sales assistant for the customer to check. At the same time, do the Shipping
instruction to send to the carriers or the coloader. Customers after receiving draft
B/L will check and report back to Operators for modification if any
Step 7: After the bills of lading have been completed, the customer will receive the
official bill of lading and proceed with the payment
Step 8: Pricing will receive a Debit note from the shipping line and proceed to
make the payments that customers need to pay
Step 9: After completing the above steps, Operators will send a Pre-alert to notify
the order is about to be delivered to the agent in the destination.
It should be noted that the client must be notified by the goods export department
in order to schedule the pickup of the empty container from the depot for packing
and transit to the port to begin the transportation procedure. It's crucial to pay
attention to the shipping line's cutoff time so that consumers not to pay extra costs
if they submit their packages to the port too early or too late.
The export department is in charge of alerting and organizing a fleet of cars to the
client's warehouse to pick up the products and convey them on schedule to the port
if the customer has a Door-to-Door requirement.
 Information management system
The firm employs an own software to communicate information internally, and the
system was created with the particular purpose of creating B/L, managing
customer information. Customer information is connected to the main office in
Taiwan for easier administration.
 - For each department, the company’s ERP system creates a B/L, an invoice,
customer information, and debit and credit notes organized into several
categories.

- The import-export employees will undertake the process of looking for

vessels on the shipping company's website in order to be able to search and
book transportation for clients depending on the information given by the
customer.
Example:
- The staff will store the information in an Excel file with each client as soon
as there are specifics on the vessels and timetable, shipping line name, and
B/L code.

III. Internship Description

- Position: Exporting marine cargo trainee
- Responsible for:
 Assisting in booking cargo space with shipping lines or carriers based
on customer requirements.
 Coordinating shipment schedules, including arranging pickup,
delivery, and transportation of cargo to the port of loading.
 Assisting in obtaining freight rates from shipping lines or carriers for
different shipping options and destinations. Comparing rates,
 negotiating with suppliers, and recommending the most cost-effective
and efficient shipping solutions to customers.
 Helping the mentor in tracking and monitoring export shipments from
the point of origin to the final destination. Notifying customers of any
delays, changes, or incidents that may affect the delivery schedule.
IV.