Order Coordinator - Paarl (56944) at Ntice Sourcing Solutions

Purpose:

• The purpose of this role is to coordinate and manage the end-to-end import and export order processes for KWV, ensuring full compliance with all customs, SARS, DALRRD, and international trade regulations.
• The Order Coordinator (Imports & Exports) is responsible for the accurate capturing, processing, and tracking of all international orders, managing associated documentation, and coordinating with freight forwarders, suppliers, and internal departments to achieve on-time, in-full (OTIF) delivery performance.

Key Responsibilities:

Import Coordination

• Manage the full import process from supplier documentation to delivery at bonded facilities.
• Ensure all import documentation (invoices, packing lists, bills of lading, and customs entries) is complete and accurate.
• Liaise with international suppliers to ensure compliance with South African import regulations and correct packaging requirements.
• Coordinate with customs brokers for clearance and ensure alignment with SARS and DALRRD requirements.
• Apply for and manage import permits, certificates, and inspection bookings.
• Track shipments and communicate expected delivery dates to internal stakeholders.
• Maintain accurate import records and system updates in SAP and supporting databases.

Export Coordination

• Receive, capture, and execute export orders in SAP according to customer and regional requirements.
• Prepare and issue export documentation, including DALRRD certificates, NOL (Notification of Loading), and customs entries via Easy Clear.
• Coordinate with warehouse and logistics teams
• Liaise with shipping agents and freight forwarders to secure bookings in line with agreed Incoterms®2020.
• Verify that all export orders meet customer specifications, product traceability, and regulatory requirements.
• Manage customer expectations by providing proactive order status updates and resolving any shipping or documentation issues.
• Conduct weekly export status meetings with Regional Managers and International Customers to review order progress.

Cross-Functional and Compliance Duties

• Ensure all import and export transactions comply with KWV governance standards, contractual obligations, and trade regulations.
• Maintain up-to-date knowledge of changes in customs, port, and trade regulations affecting KWV's markets.
• Collaborate with internal departments such as Planning, Warehouse, Finance, and Quality to ensure efficient order execution.
• Support KPI tracking related to OTIF, documentation accuracy, and service level performance.
• File and archive all documentation systematically to ensure traceability and audit readiness.

Behavioral Competencies

• High accountability and integrity.
• Proactive and solutions-driven approach.
• Strong teamwork and cross-functional collaboration.
• Adaptable to changing priorities in a fast-paced international logistics environment.
• Attention to accuracy and compliance in all operational activities.

Minimum Requirements:

• Grade 12 with a tertiary qualification in Logistics, Supply Chain, or Freight Forwarding
• 2-3 years' hands-on experience in import and/or export operations, including customs clearance.
• Knowledge of Incoterms®2020, SARS regulations, and DALRRD requirements.
• Experience with import/export documentation (commercial invoices, packing lists, bills of lading, customs declarations, certificates)
• Working knowledge of tariff classifications, duties/VAT, rebates, and licensing requirements.
• Proficiency in Microsoft Office, Easy Clear and SAP experience advantageous.
• Experience in the wine and beverage industry will be advantageous.

Skills Required:

• Strong understanding of customs compliance, trade documentation, and international shipping processes.
• Excellent attention to detail and organisational skills to manage multiple shipments simultaneously.
• Strong communication and customer service skills, with the ability to liaise professionally with suppliers, freight forwarders, customs brokers, transporters, and internal teams.
• Ability to work effectively under pressure and meet strict timelines.
• Ethical business conduct and commitment to accurate record-keeping.