Import and Export Administrator

2 weeks ago

Paardeneiland, South Africa Platinum Drops (Pty) Ltd Full time

Import and Export Administrator
We are currently seeking an experienced
Import and Export Administrator. The purpose of this position is to provide administrative support for all imported and exported shipments.

The Import and Export Administrator deals with clients in ensuring their orders are processed by implementing the export and import processes according to legal requirements.


Key Responsibilities:
(include but are not limited to)

Stakeholder Engagement

Claims and Orders Processing

  • Check documents supplied by clients for accuracy and sufficiency of detail
  • Keep management updated at all times on outstanding issues
  • Carry out the placement and expediting of orders while ensuring the forwarding and controlling process is correctly managed
  • Post bonds for the products being imported or assist clients in obtaining bonds
  • Ensures that all import/export documentation and procedures are followed and comply with all record keeping requirements
Compliance

  • Registration of files (air freight, sea freight, road freight, imports, exports and crossborder)
Co-ordinate Seafreight imports

  • Find out ETA of vessels and prepare all relevant document
  • Coordinate receipt of all shipment documents, send to clearing agent
Local and national supplier imports

  • Compile stock and order from supplier
  • Receive proforma order from supplier and check the detail for amendment and correction and revert back to supplier
  • Establish readiness of order (date of collection)
  • Request and follow up on payments from supplier
  • Arrange transporter
  • Liaise with store on receipt of the goods (GRN) and ensure all relevant and required documents are attached
  • Prepare the acquittal for stock that has been received in store
Exports

  • Receive sales order and invoice from clients
  • Complete packing list, clearing instruction, invoice and all SARS entries and forward to clearing agent with the instruction of the export
  • Get vehicle and driver details and receive copy of the passport to complete electronic manifest
  • Receive border stamped documents from clearing agents
  • Ensure bill of landing is received for all international entries
  • All preliminary documents coordination, including invoices
Administration

  • Type out packing list, prepare preliminary paperwork
  • Complete all the registering updates
  • Complete stock control process (every Tuesday and Friday)
  • Update the team on any stock issues, providing relevant recommendations to solve issues
  • Provide adhoc administrative assistance such as filing, invoicing and following up on loads with suppliers etc
  • Petty cash reconciliation and payment
  • Perform assigned duties from the Operations team relating imports, export and cross border shipments
  • Initiate the import and export processes and preparation of preliminary paperwork
  • Conduct Tuesday and Friday stock takes
  • Bond store administration and documentation
Reporting

Experience, skills and qualifications

  • Matric (High School Diploma)
  • Fully conversant with import and export laws and regulations.
  • 2 3 years' Experience in Freight Forwarding and clearing
  • Experience dealing with bond store administration and documentation
  • Knowledge of customs clearing processes and procedures related to alcohol
  • General sea freight, airfreight, road freight, imports and exports knowledge
  • Good Communication Skills
  • Good general technical and systems understanding as well as good PC Skills (MS Office)
  • Ability to work independently
  • Assertive and confident
  • Attention to detail
  • Ability to interact with clients
  • Systematic and articulate
  • Computer Literate
  • Ability to initiate and negotiate price structures and tariffs
  • Calculating figures required to completing forms
  • Relevant certifications
  • Admin related experience
  • Experience in freight forwarding and clearing
  • Ability to multitask
  • Process orientated

Job Type:
Temp to perm

Contract length: 3 months

Experience:

  • Administrative office procedures, practices and equipment: 1 year (required)
- freight forwarding and clearing: 1 year (required)

  • Bond store administration: 2 years (required)

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