Shipping Clerk

Reporting to the Shipping Manager, this function as part of the Shipping Department serves as a centralised function and supports all divisions in serving the need of each department as our client with regards to all transport requirements inbound and outbound including but not limited to imports and exports to all LAF offices based in South Africa.

**Inbound shipments**:

- Ensure all pre-alerts are framed, file opened, record and reflect on detail. i.e., packing list, weight and pieces, all legal documents are filed, pending arrival.
- Ensure pre-alerts are captured, rates are verified, urgency confirmed, Incoterms are correct and in line with the billing of the freight, record all information and react to all anomalies.
- Provide agents with clearing instructions, and supporting documents, prior to arrival of ship or aircraft.
- Where required obtain quotations, from agents, ensure all rates and costs conform to agreed Incoterms.
- Obtain transport quotes screen on most cost-effective basis, accept issue purchase orders and forward to the Shipping Manager for approval.
- Monitor and ensure all shipments are received in full and on time, with no discrepancies recorded.
- Ensure all discrepancies are recorded, investigated and reported, submit any potential claims in time as per claims procedure and ensure finalization and settlement of claim.
- Ensure all agent invoices are received prior to month end closure.
- Ensure accuracy of invoice rates as agreed, submit queries if anomalies are identified and follow up to ensure finalization within the same period.
- Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise act.
- Ensure prompt monthly closure and submission of all documents into scanned folder.
- Ensure all invoices, ready for payment are forwarded to Accounts, prior to cut-off date.

**Outbound shipments including Cross trades and RIT**:

- Ensure export instructions are framed, file opened, record and reflect on detail. i.e., packing list, weight and pieces, all legal documents are filed, pending export.
- Provide agents with clearing instructions, and supporting documents, prior to collection.
- Where required, obtain quotations, from agents, ensure all rates and costs conform to agreed export agreements and Incoterms.
- Obtain transport quotes screen on most cost-effective basis, accept and approve,
- Monitor and ensure all shipments are exported in full and on time, with no discrepancies recorded.
- Ensure all discrepancies are recorded, investigated and reported, submit any potential claims in time and ensure finalization and settlement of claim, in accordance with the incoterm.
- Ensure all agent invoices are received prior to month end closure.
- Ensure accuracy of invoice rates as agreed, submit queries if anomalies are identified and follow up to ensure finalization within the same period.
- Ensure all invoices are allocated and supporting documents received as stipulated in the Customs and Excise act.
- Ensure prompt monthly closure and submission of all documents into scanned folder.
- Ensure all invoices, ready for payment are forwarded to Accounts, prior to cut-off date.

**Transport**:

- Replenishment orders to be issued immediately on request.
- Ensure transport arrangements are made without delay, and delivery takes place in time.
- Ensure all quotes are requested in advance and forward to Shipping Manager for approval.
- Load orders and forward for approval.
- Forward and commit approved order to contractor.
- Follow up and ensure delivery.
- Ensure all customer needs are met.
- Daily internal quote requests (machines and spare parts)

**Other**:

- Reporting, assist to handle and finalize deferment account when required.
- Ensure Required reports are submitted timeously.
- Ensure landed costing sheets are completed accurately and submitted to accounts timeously.
- Issue and submit cash flow report.
- Maintain and update all registers and files
- Filing and maintaining admin / records, as per SARs requirements.
- Monthly invoicing - various accounts

**Job Types**: Full-time, Permanent

Application Deadline: 2024/10/04