Administrative Coordinator

3 weeks ago

Stellenbosch, South Africa Jobted ZA C2 Full time

Our client is seeking a skilled and organised Administrative Coordinator to join their team. This role involves managing import administration, logistics, and supplier coordination. This is a fantastic opportunity to join a specialised team and make a meaningful impact.

Qualifications and Experience

- Diploma or degree in Logistics, Supply Chain Management, Business Administration, Accounting, or a related field.
- 3–5 years of experience in import administration, logistics, or supply chain management, ideally within the agricultural or animal feed industry.
- Proven experience managing foreign exchange payments (FEC) and currency exchange procedures for international transactions.
- Experience with processing accounts payable and receivable invoices, with a strong understanding of basic accounting principles.
- Knowledge of South African import and customs clearance processes (direct clearance not required in this role).

Key Skills and Attributes

- Analytical with strong planning and organisational abilities.
- Excellent communication and interpersonal skills.
- High attention to detail and accuracy in handling documentation, payments, invoices, and stock records.
- Proficiency in Excel.
- Strong problem-solving skills with a proactive, solutions-oriented mindset.
- Ability to work effectively under pressure and meet deadlines.
- Capacity to multitask and manage a high volume of work.
- Integrity and professionalism in interactions with internal and external stakeholders.

Key Responsibilities

1. Import Documentation & Communication

- Send purchase contract details and relevant documents to the import customs agent.

- Maintain and organise import files, ensuring documentation is accurate and up-to-date.

- Collaborate with the customs agent to track shipments and resolve any issues during clearance.

2. Payments Planning & Execution

- Manage payments for imported goods, ensuring timely and accurate processing.

- Prepare and execute supplier payment instructions, including foreign exchange transactions (FEC).

- Coordinate with the finance team to ensure compliance with company and regulatory guidelines.

3. Invoice Processing

- Process accounts payable invoices related to imports, ensuring accuracy and timeliness.

- Address billing disputes and ensure alignment with company policies.

4. Stock Control

- Oversee and manage stock records and inventory levels.

- Collaborate with warehouse staff to address discrepancies and maintain accurate records.

- Monitor stock levels to avoid shortages or overstocking, and notify management of replenishment needs.

5. Compliance & Reporting

- Ensure adherence to South African customs regulations and other legal requirements.

- Provide reports on import activities, payment schedules, FEC transactions, stock levels, and financial records.

6. Administrative Support

- Assist with preparing reports and presentations for senior management or external stakeholders.

- Handle ad hoc administrative tasks as required to support the sales and logistics teams.

7. Relationship Management

- Build strong relationships with suppliers, customs agents, banks, and logistics service providers.

- Resolve disputes or discrepancies related to imports, payments, invoicing, or stock control efficiently.

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