Starke Ayres: Administrative Assistant

5 days ago


Kempton Park, South Africa Plennegy (Pty) Ltd. Full time

o Arranging pre-shipment inspections
- Assist with export documentation for all orders. Ensure that all required documentation is correct for successful shipments to international customers.
- Ensure all customer and order files are kept up to date.
- Ensure all invoices are allocated and submitted timeously to accounts department for payment.
- Updates the export schedule regularly with new orders, thereafter submitting commercial orders on the ERP system for the packing process
- Keeps an up to date register for all export / import phytosanitary conditions for all countries we currently export to.
- Arranges all DAFF official sampling for testing at external laboratories
- Ensure that all current and forward orders are recorded on the export schedule.
- Record and verify cost and GP on the export schedule.
- Responsible for documents requested by the Company Internal and External auditors on Export Compliancy.
- Management of all International ad hoc sales, including walk-in customers
- Informs customer of shipping detail i.e. vessel name, estimated time of departure and estimated time of arrival at port of destination.
- Informs Packing Facility of date goods will be collected
- Obtains quotes from Freight forwarders and executes cost comparison and inform customers accordingly. Liaises with, and contacts shipping agent and arranges for goods to be shipped.
- Responsible for coordinating all shipments sent to Kamterter USA. Liaising with the QC lab, and packing plant to make sure all documents are correct. Filing all results of these shipments correctly per shipment.
- Compiles costings, for quotes to clients, detailing workings of how quoted price is arrived at and profit margin.
- Confirms order with customer and ascertain whether all requirements, including phytosanitary and documentary requirements, are understood between the parties to eliminate any shortfalls.
- Ensures adequate follow-through throughout the order process.
- Ensures correct invoicing to the all customers for local shipments out of SA and cross-border shipments.
- Opens files, allocates order numbers and files all relevant documentation for reference purposes.
- Prepare customer quotations in line with laid down procedures.

Matric
Computer literacy
2 years administrative experience
Experience in the International Trade will be an added advantage.



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