Shipping Clerk/administrator

**Job purpose**:
Responsible for ensuring that all shipping and receiving documents are completed accurately and in a timely manner.

Verifies materials received are as ordered and routes incoming items to appropriate departments/locations.

Prepares items for shipment ensuring cost effective courier services.

Leads the work of shipping and receiving personnel performing related work.

**Key Skills needed**:

- Excellent supervisory skills and knowledge in supply chain management;
- Excellent interpersonal and verbal communication skills;
**Key Performance Areas**

**Daily functions**:

- Receive PI from buyers with retails prices;
- The PI is checked to ensure that all the relevant info has been added;
- Confirmation for duty for all items on the PI;
- Request estimate from the forwarder should the port of lading been out of the ordinary;
- Create costing after duty confirmation and estimate is received;
- Report back costings to Merchandise Planners;
- Import pack (Costing, PI, PO, Barcode report, Product listing);
- Check PO against the costing to ensure all info is correct. Report costing back to the shipping clerk and buyer to be signed off;
- Update, report and handle the import order schedule before the import pack to handed to the Planning and Merchandise Manager for approval;
**LMEC deals**:

- Create PI and invoice to Amic from LMEC with a percentage added to the FOB price;
- Duty is confirmed for all items on the PI;
- Request estimate from the forwarder should the port of lading been out of the ordinary;
- Create costing after duty confirmation and estimate is received;
- Report back costings to Merchandise Planners;
- Import pack (Costing, PI, PO, Barcode report, Product listing)
- Check PO against the costing to ensure all info is correct. Report costing back to the shipping clerk and buyer to be signed off;
- Update new order on the import order schedule;
- Ensure import pack is signed off and handed to the respective HOD;
- Follow up on shipments to ensure that the order is shipped on time or if there are any delays;
- LMEC shipping documents are then created and invoiced to Amic;
- Costing is updated according to actual stock shipped (short or over) and signed off by respective employees and Directors;
- LMEC Shipping documents handed to the Shipping Clerk to arrange clearance with the forwarder;

**LMEC monthly payment**:

- Amounts, slips and schedules are checked with Procurement Officer to ensure all are correct. Schedules are signed off by the relevant buyers and handed to Shipping clerk for payment

**LMEC Audit schedule**:

- Ensure LMEC Audit schedule is updated constantly with all LMEC transactions, shipments, etc.
- Relevant documentation is created and filed to correspond to the info on the schedule.

**Additional Duties and Responsibilities**
- Signed Import costing pack received
- File number assigned to each import pack from the Shipment Register
- Arrange new LC’s if required via FNB online. The following info is required when establishing an LC.,
- Beneficiary name
- Beneficiary address
- Bank name
- Bank address
- Swift code
- Account number
- Ship date
- Presentation period: 15 days
- Description of goods
- Sort out any queries pertaining to the supplier and arrangements of bookings;
- Request for shipping documents (invoice, packing list, bill of lading) after a week from sail date from supplier;
- Check shipping documents against import pack and ask supplier to make adjustments if any is required ;
- Amend costing if supplier short shipped, over shipped, etc. Amendment to be signed off;
- Prepares bills of lading; checks items to be shipped against work orders to ascertain that quantities, destination, and routing are correct.
- Arrange for the original shipping documents to be delivered to Toys R Us head office if payment terms are TT or to FNB if payment terms are LC at sight;
- Request for tax invoices from forwarders for containers to be delivered to warehouse;
- Check all charges correspond to rates provides by forwarder ;
- Ensure the Director signs off all tax invoice;
- Hand tax invoices to the Financial Manager to analyse and make payment to the forwarder
- Assist in resolving any discrepancies;
- Ensure correct security processes are followed ;
- Consolidate shipping orders
- Traces lost shipments and/or claims of lost shipments; initiates proof of delivery documents.
- May maintain department database, prepare routine reports, and file shipping/receiving records.
- Follows established departmental policies, procedures, and objectives, continuous quality improvement objectives, and safety, environmental, and/or control standards.
- Leads, guides, and trains employees performing related work.
- Performs miscellaneous job-related duties as assigned.
- Working knowledge of commercial aspects of sales: foreign currency exchange rates, quotes, tenders.
- Accountable for leading the Shipping function as part of the Buyers Department to deliver Company results need