Starke Ayres: Administrative Specialist

2 weeks ago


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

This role has become available in our International Trade department to provide a complete administrative back-up service and support to the International Trade Department.

**RESPONSIBILITIES**:
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
Assist with obtaining freight quotations
Day to day assisting with walk-in customers
Ensure all customer and order files are kept for a minimum of 3 years. Thereafter these files to be archived in the strong room for future reference if needed.
Keeps up to date information on all Promotional Material and seed stands sent out.
Liaise with internal departments regarding stock availability and pricing.
Assist with compiling customer quotations in line with laid down procedures and obtain the necessary approval before sending to the customer
Ensures all credit notes are done accurately and authorized by the BDM
Maintain an up to date and accurate filing system for all quotes and customer orders. Keeps records meticulously.
Keeps an up to date register for all export / import phytosanitary conditions for all countries we currently export to.
Assist with Export documentation for specific countries allocated as well as assisting the team for other orders.
Arranges all DAFF official sampling for testing at external laboratories
Keeps an up to date filing system on all samples sent out.
Manages all trial seed requests and ensures that seed is sent out promptly
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.
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.
Management of all International ad hoc sales, including walk-in customers
Monitors packing progress to ensure that delivery deadlines are met.
On receipt of final packing list from Packing Facility obtains copies of all relevant import phytosanitary certificates and field inspection reports for each seed lot.
Requests Laboratory certificates from Quality Control as per customers instructions/requirements.

**REQUIREMENTS**:

- Matric
- Diploma / Degree in administration / sales (added advantage)
- Import / Export administration / sales experience



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