Admin/expediting Assistant

**Job Number**
- 66442**Job Type**
- Permanent**Job Title**
- Admin/Expediting Assistant**Computer Skills**
- INCO Terms,MS Excel,MS Word,SAP**Industry**
- Engineering**City**
- Ekurhuleni (East Rand)**Province**
- Gauteng**Main Purpose of Job**:

- To assist Operations and Expediting team with general workload.- To receive RFQ’s and PO’s, create enquiry and allocate to the buyers. Responsible to handle, monitor and resolve all EDI queries.- Coordinate all aspects of consignment stock, VMI and reagents for relevant clients.- To ensure all orders are expedited through all aspects of order receipt by the supplier, receipt and shipment of stock till the point of receipt by the required time by the client. Working with vendors to secure the appropriate goods and coordinate delivery. To ensure that the required goods arrive at the appointed date in the agreed quality at the agreed location.**Key Responsibilities**:
**Procurement**:

- Receive RFQ’s and create enquire on SAP.
- Allocate enquiry to relevant buyer.
- Receive PO’s and allocate PO to the relevant buyer to execute.
- Assist buyers to create Purchase orders as needed

**SAP Processing & Administration**:

- Allocation of RFQ’s and PO’s on SAP
- Check PO on SAP (date of delivery, mode of transport, license, value).
- Capture SO (scheduling date, plant, verify the customer).
- Follow through on release process for all PO’s created

**Query resolution**:

- Ensure assigned queries are resolved within KPI and updated on implemented business systems
- Follow through on all RFQ and PO’s not reflecting on SAP and ensure it is resolved within 48 hours

**General / Admin**:

- Provide assistance in reporting where necessary in relevant department.
- Assist with expediting as and when required
- Assist with COD requests as and when required
- Maintain an auditable document trail as per procedures.
- Perform any other tasks related to the overall objective of the position

**Expediting**:

- Contact suppliers to confirm delivery date within 48hrs and capture into SAP (Local and International)
- Schedule deliveries with Suppliers based on order and available slots in the Warehouse.
- Daily and weekly expediting and update expediting report with new information
- Expedite approval and release of own orders
- Communicating with Clients on updates to delivery dates.
- Ensure all the required prepayments are processed as required
- Resolve quantity, and quality issues with Suppliers.
- Ensure that goods are inspected upon delivery and that quality standards are met and appropriate quantities received.
- Co-ordinate Logistics around Reagents and Strategic stock
- Manage Manual reporting and transacting for Consignment stock outside of SAP
- Manage Consignment stock Invoicing process in relation with Finance department
- Prepare weekly expediting/open order report by client

**Inspections**:

- Process shipping instruction to freight forwarder for International orders**Supplier Relationships and Maintenance**:

- Maintain good relationships with suppliers with effective and timely communication and continual follow up to enable expediting or de-expediting of deliveries to the requirements of the clients.
- Keeping track of poor performance by suppliers.
- Bi-weekly meetings with the suppliers**Inherent Requirements**
- Matric with work experience or relevant diploma/technical certificate
- 1-2 years working experience in an Export/Import role
- Ability to work effectively in a team as well as individually.
- Working knowledge of SAP
- Attention to detail
- Strong Expediting experience
- Extensive product and commodity knowledge
- Mining and industrial experience required
- Good working knowledge of INCO terms
- Experience in reviewing Supplier performance
- Analysing complex data and stats, using information to make decisions
- Excellent communication skills
- Working knowledge of SAP
- Proficient in Excel and Word - fast and accurate typing ability
- Ability to work effectively in a team as well as individually.
- Excellent time management and deadline driven
- Results & Operationally driven
- Creative problem solving
- Must have own reliable vehicle

**What Qualification**

**Minimum Qualification**
- Matric**Status**
- Available