Shipping Clerk/Administrator at Toys R Us and Babies R Us South Africa

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;
• Ensure shipping documents (invoice, packing list and bill of lading) are emailed from supplier;
• 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:

• Ensure payment schedule along with corresponding slips are emailed from Procurement Officer once a month for sourcing, travel, etc.
• 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
• Ensure signed PI and PO emailed to forwarder (either Schenker or BPL). Schenker will receive imports that will ship out of Yantian, Shantou, Poland, France. BPL will receive the imports for the balance of the ports.
• 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
• Forwarder will email booking to confirm. Ensure all information is correct according to costing/PI signed off;
• 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;
• Email shipping documents and clearing instructions to the forwarder for customs release;
• Email shipping documents and costing to buyer, planner and assistant with ETA date;
• Prepares bills of lading; checks items to be shipped against work orders to ascertain that quantities, destination, and routing are correct.
• Email packing list and bill of lading to respective employees in the Warehouse;
• 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;
• Provide original bill to the forwarder in order to obtain release of container from port. Fill in the forwarder collection file at reception; Email the forwarder and advice which documents are ready for collection.
• 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 needed to meet strategic Plan objectives while maintaining the desired work culture.
• Responsible for working with suppliers to assist in resolving issues related to order fulfilment and shipping.
• Document and maintain shipping procedures.
• Has to maintain the expediting of foreign purchase orders in liaison with the shipping companies.

 General

• To undertake all mandatory training as required and participate in appropriate in-service training as and when required.
• Maintaining the strict confidentiality of all information acquired especially with regard to trade procedures, policies and staff.
• To undertake an appraisal and personal development review annually and through self-development, continuously update and improve knowledge and competencies.
• To take responsibility for being up to date with current policies and procedures and to adhere to these.
• Co-operating fully in the introduction of any new technology and new methods as appropriate.
• To undertake any other relevant duties requested by the Human Resources Department and or senior management