Starke Ayres: Administrative Assistant - Kempton Park at Starke Ayres

Description

• Arranging pre-shipment inspections o Assist with export documentation for all orders.
• Ensure that all required documentation is correct for successful shipments to international customers. 
• Ensure all customer and order files are kept up to date. 
• Ensure all invoices are allocated and submitted timeously to accounts department for payment. 
• Updates the export schedule regularly with new orders, thereafter submi
• tting commercial orders on the ERP system for the packing process 
• Keeps an up to date register for all export / import phytosanitary conditions for all countries we currently export to. 
• Arranges all DAFF official sampling for testing at external laboratories 
• Credit Applications - Manages the applications for new customers and new service providers with the Finance department 
• Ensure that all current and forward orders are recorded on the export schedule.
• Record and verify cost and GP on the export schedule. 
• Responsible for documents requested by the Company Internal and External auditors on Export Compliancy. 
• Management of all International ad hoc sales, including walk-in customers 
• Informs customer of shipping detail i.e. vessel name, estimated time of departure and estimated time of arrival at port of destination. 
• Informs Packing Facility of date goods will be collected
•  Obtains quotes from Freight forwarders and executes cost comparison and inform customers accordingly.
• Liaises with, and contacts shipping agent and arranges for goods to be shipped. 
• Responsible for coordinating all shipments sent to Kamterter USA.
• Liaising with the QC lab, and packing plant to make sure all documents are correct.
• Filing all results of these shipments correctly per shipment. 
• Compiles costings, for quotes to clients, detailing workings of how quoted price is arrived at and profit margin.                                                     
• Confirms order with customer and ascertain whether all requirements, including phytosanitary and documentary requirements, are understood between the parties to eliminate any shortfalls. 
• Ensures possession of Import Permits from customers, and application and issue of Phytosanitary certificates from Department of Agriculture 
• Ensures adequate follow-through throughout the order process. 
• Ensures correct invoicing to the all customers for local shipments out of SA and cross-border shipments. 
• Opens files, allocates order numbers and files all relevant documentation for reference purposes. 
• Prepare customer quotations in line with laid down procedures.

Requirements

• Matric Computer literacy 2 years administrative experience Experience in the International Trade will be an added advantage.