INTERNSHIP REPORT HK logistics and trading company limited

Introduction In the age of economic globalization, English is more and more necessary, it plays a vital part in many companies Therefore, English has become one of the compulsory requirements when someone would like to apply for a position in almost companies Countries not only operate in domestic economy but also partake in global economy and trade activities to develop the economy Logistics, trading, importexport activities have been regarded as important parts of the economy They promote the competitiveness in domestic production so that companies must improve the products with high quality and lower cost Custom services and logistics are necessary tools to support the development of foreign trade HK logistics and trading Co Ltd is an enterprise which is established since 2010 Up to now, the company has built a name for itself in the logistics and trading fields in Viet Nam After nearly thirty years of renovation, the economy of our country has been substantially developing HK company and other enterprises which operate in the fields of customs services and logistic, contribute to the country’s economic growth After nearly seven years having been operating in the fields of e- custom services and logistics, HK company always pays attention to the improvement of custom procedures and logistics to maximize the value of its services Within nearly one month internship in HK logistics and trading company limited, I had the opportunity to study and experience the working environment of the company This internship report is made on that basis The report is divided into three parts Part 1: The overview of the company Part 2: The overview of the internship time at the company Part 3: The status of using English in the company Being recommended and allowed by English Department- Thuong Mai university, I have experienced as an intern in the office of HK shipping and trading Co Ltd After one month (from 2/1/2018- 26/1/2018) I would like to express my deepest gratitude towards teachers at English Department- Thuong Mai university as well as my managers and colleges in HK shipping and trading Co Ltd Especially, I would like to send my thanks to my beloved supervisor Ms Tho who has helped me a lot when I encountered difficulties during my internship time so that I can fulfill the report I look forward to receiving comments and suggestions in order to perfect my report Bac Ninh, 28/1/2018 Student Duong Thi Hong LIST OF ABBREVIATIONS Co Ltd: Company limited No: Number St: street SCM: Supply chain management LIST OF TABLES AND CHARTS 1.1.2 Some bills of lading and documents 1.1.3 Some logos of HK Co Ltd’s main customers 1.1.4 Organizational structure 1.2.1 The structure of export- import department Part 1: The overview of the company 1.1 Informations about the company 1.1.1 General introduction Vietnamese company name: Công ty TNHH giao nhận thương mại HK English company name: HK logistics and trading company limited Address: No Bac Ha st, Ninh Xa ward, Bac Ninh city, Bac Ninh province Telephone: 02223813302 Fax: Tax code: 2300549732 Legal representative: Mr Dang The Anh 1.1.2 The process of formation and development Established on May 25th, 2011, HK company is licensed with tax code- 2300549732 by department of planning and investment of Bac Ninh city The company operates with the commercial name- HK logistics and trading company limited The company has the legal person status, the independent economic accounting system It is also allowed to open Vietnamese and foreign currency accounts at commercial banks and use its own seals according to the form which is prescribed by the State The company’s main economic activities includes: Custom services ( e- custom declaration, registration of import- export license, certificates of goods’ s origin, consultancy on import tax and value added tax….) and logistic services Because HK company operates in specialized field, the organizational structure of the company also has some differences compared to other companies At the beginning, HK company consisted of employees: one director, two accountants, two employees who carry out custom clearance procedures on the computer by using the Ucuss5/ VNACCS software and four employees carry out the rest of procedures at the subdivisions The director directly manages the general works and receives the goods vouchers of customers HK company has been operating for nearly years Although it doesn’t have a lot of employees, HK company still has reputation for its excellent works 1.1.3 Some main Customers of HK logistics and trading Co Ltd HK is prestigious company for many customers who operate mainly in the production of export goods, processing products for foreign traders… Some of the well- known customers of HK company: Vina solar technology company limited, Rong xin electronics Vietnam company limited, Galtronics electronics Vietnam company limited, Broad Vietnam electronics company limited, Bac Viet technology joint stock company… 1.1.3 Some logoes of HK Co Ltd’s main customers 1.1.4 Organizational structure: At the beginning, the company only had nine employees Now, HK logistics and trading Co Ltd has15 employees: one director, one deputy director, three accountants, six employees in export- import and logistics department, four employees who examine goods TDirector Deputy director Export- import and logistics department Accountant Department Field team Diagram 1.1.4 Organizational structure 1.1.5 Major business areas HK shipping and trading copany limited operates in specialized fields Beside the main services, the copany also provides some other services such as: Career code Career name 4933 Cargo transportation by road 5224 Loading and unloading goods 5210 Warehousing and inventory 5222 Direct services to support for water transport 5229 Other supporting services related to transport 4610 Agents, brokers 4632 Food wholesalers 4649 Wholesalers of other household appliances 4663 Wholesalers of materials and other installation equipment in 46530 construction Wholesalers of machinery, equipment and agricultural parts 46520 Wholesalers of telecommunication equipment and 1.1.6 Some customs departments where HK Co Ltd often declares and carries out custom procedures The members of HK company have experiences in foreign trade and international logistics The company also has a good relationship with custom officers in many department in the North HK company often declares and carries out custom procedures at: Bac Ninh customs department, Que Vo customs department, Bac Giang customs department, customs department of Noi Bai international airport, Gia Lam customs department, customs department of the North of Ha Noi, customs office of Hai Phong port border gate, customs office of Huu Nghi border gate… Nearly seven years of operation, HK company has supported in import- export activities and logistics for a lot of domestic and foreign companies The company has gained prestige and trust from many customers in the implementation of custom services for clearance and logistics in time to ensure the process of production of its customers Especially, the most important thing is that HK company make a good impression on the custom officers by addressing all the issues flexibly based on compliance 1.2 Informations about the internship department 1.2.1 The structure of emport- import and logistics department Head of department Deputy head of department Logistic staf Export- import staf Diagram 1.2.1: The structure of emport- import department 1.2.2 Information about the internship department Department of export- import and logistics is one of the company’s major department Logistics services and export- import tasks are main activities of this department in which staff carry out some tasks such as: transportation, warehousing and inventory, customs, documents, consultation for customer, forwarding and operation, delivery… and other services which relate to customer’s agreed goods ( export- import tasks) + Transportation: • Work with carriers to arrange shipments on time, control delivery schedule, manage delivery activities, truck & container tracking, follow up with carriers to make sure orders delivered to customers to meet lead time, update information of delivery to system on time • Manage all drivers and trucking staffs • Monitor status of cargoes and contact inland and overseas parties to get information and update • Cooperate with shipping lines to control and arrange vehicle for transporting goods for customers… 10 + Documents: • Receive, check and process all inbound/ outbound cargo documents • Daily update data to system and inform customers • Prepare and issue documentation • Ensure all delivery documents is prepared correctly and maintained properly • Coordinate with related parties for delivery arrangement + Warehousing and inventory: • Manage warehouse in good condition- always in tidy, clean and safe situation • Input technical data, quality, quantity, tock levels, delivery times, transport costs and efficiency • Cooperate with related teams and customer to ensure smooth delivery to customer • Perform other duties such as: pick goods, manage administrative functions… • Manage the receipts and documents of timely delivery of goods, shipment loading, transferring,… + Custom: • Collect, prepare and check all necessary documents to make sure that all meet custom requirements • Closely connect with customs to declare customs for import/ exportof goods • Manage all expenses which relate to customs declaration for customers • Coordinate with customers to solve problems which relate to customs declaration for customers • Build up good relations with government agencies concerning import/ export… + Forwarding and operation • Meet delivery schedule as agreed with customer • Follow and solve arising problems • Maintain daily logistics operations, provide reports and support to process daily activities concerning documents, customs,… + Other works • Handle all claims from customers and related parties regarding delivery/ freight • Proactively seek opportunities to improve logistics functional performance and develop better procedures 11 • Control logistics operation expenses to ensure that SCM is providing the best service at the lowest price • Perform transactions, negotiatons and sign contracts with customers and suppliers • Complete the procedures and documents of export- import of goods such as: purchasing contracts, transportation documents, export- import documents,… • Combine with accountants, implement L/C opening activities • Receive, examine, compare and record imported and exported goods with the actual quantity at the border gates • Coordinate with related departments to ensure timely delivery as well as receipt • Regularly contact, care and maintain good relationship with customers and suppliers • Collect and evaluate feedback from customers, markets, competitors • Advise the head of business department on export- import business strategies as well as make internal reports and report to relevant state agencies 12 Part 2: The overview of the internship time at the company 2.1 Assignments during internship time Being approved by the company, I was practiced in the logistics department During the internship time, colleges in logistics department have helped me a lot Besides, I was trusted and assigned some tasks: + Input technical data, quality, quantity, stock levels, delivery times, transport costs and efficiency + Contact with related terms to inform and ensure smooth delivery to customer + Daily update data to system and inform customers + Contact and coordinated with related parties for delivery arrangement + Update law and prescription regarding customs procedure + Cooperate with shipping lines to control and arrange vehicle for transporting goods for customers 2.2 Difficulties and experience lessons Every job has its own difficulties and this is the first time I have worked in a company and have been exposed to the working environment Therefore, during my internship time, when I was assigned some tasks, i can’t avoid being confused and encountering some problems + It was difficult to communicate with customer because there were some terms and business vocabulary which customers used but I didn’t know and understand + I was not so good at excel and some softwares so when I was assigned some works which required excellent excel, I was confused and I must ask other colleges for their help + When I contacted with customer, they asked me some questions about costs and other expenses relating to delivery, I couldn’t answer exactly + When I contacted with the shipping lines and they were so busy and had many other customers so they couldn’t tell me exactly when they could arrange the vehicle for my company 13 Part 3: The status of using English in the company 3.1 Describe the status of using English in the company In this world of economic globalization, the demand for human resource’s quality is increasing, employees are not only professional in their working field, foreign language but also have some soft skills Today, English has become an internation language and it is one of the requirements when people want to apply for a job in almost companies, In particular, HK is one of the companies working in the logistics and trading fields so it is necessary for most of employees of HK company to know English Currently, the field which HK company use English the most is customs services and logistics In the course of business operation, the company has begun seeking, expanding relationship with customs officers and foreign company Employees in HK company must know English and read some email and documents in English However, I must acknowledge that now, most of employees who use English the most and can use English fluently are employees in import- export and logistics department Sometimes, the workload is so big, but the staffs in other departments can’t help much The rest staffs of other departments only have ability to read and understand specialized English and they are not really good at communicating, writing email and solving other works relating to documents in English So when there are some arising works which relate to English and have to solve urgently, it becomes more difficult Language barriers sometimes affect the finished time and some works are delayed which reduce the productivity of employees and HK company 3.2 Suggest the research problem + The company should encourage employees to improve their English skills + The company also issues a policy- who better in English will get higher salary + Employees who good at English help other employees + Give employees some free courses in English center so that they can take part in and improve their language skills 14 + Group lessons- Employees with learning need, especially employees with low level, this might be a good option because employees in the group can practice English in larger group and they can be provided feedback and corrected mistakes Part 4: Suggest minor thesis topic Minor thesis topic: A study on how to improve employees’s translation skills of the documents, contracts and other related custom works in HK logistics and trading company limited Outline: Chapter 1: Introduction 1.1 Rational of the study 1.2 Aims of the study 1.3 Scope of the study 1.4 Methods of the study Chapter 2: Literature review 2.1 Introduction 2.2 The overview of quality of the employees 2.3 The advantages of having employees who are professional in English Chapter 3: The study 3.1 Methodology 3.2 Data analysis, main findings and discussions 3.3 Recommendations Chapter 4: Conclusion 4.1 Major findings of the research 4.2 Limitations of the study 4.3 Suggestions for further study Conclusion 15 The key fields of HK logistics and trading Co Ltd are logistics and customs services The company has been operating in this specialized fields for nearly seven years During the internship time in logistics department, I have learnt a lot about the company, status of using English and I also had a chance to be acquainted with working environment and did some works The others colleges help me a lot so that I can finish my internship time During four weeks ( from 2/1/2018- 26/1/2018), I worked in HK company as an employee, I obtained a lot of experiences I believe that they may be useful for my future career Through my experiences which I gained, I wrote this report so as to figure out some existing problems at the company I hope that, in the upcoming time, all employees in HK company will really good at English I would like to express the deepest gratitude toward teachers at English DepartmentThuong Mai university and other colleges in HK logistics and trading Co Ltd because but for their help, I could not finish my internship time well Bac Ninh, January 28th 2018 Student Duong Thi Hong References I would like to express my sincere gratitude to the following researches for providing me with the useful informations sources so that I could complete my internship report 1.HK company’s handbooks 16 2.Previous research of other people who interned in HK company 17 18 19 ... the company 1.1 Informations about the company 1.1.1 General introduction Vietnamese company name: Công ty TNHH giao nhận thương mại HK English company name: HK logistics and trading company limited. .. customers of HK company: Vina solar technology company limited, Rong xin electronics Vietnam company limited, Galtronics electronics Vietnam company limited, Broad Vietnam electronics company limited, ... commercial name- HK logistics and trading company limited The company has the legal person status, the independent economic accounting system It is also allowed to open Vietnamese and foreign currency