Position: Export Admin Controller in the Agri-sector
Appointment: start date 1 December 2024
Salary: Competitive salary industry related and no pension and or medical aid provision.
Holidays: 21 working days per calendar year during low season
Company policies and procedures applicable.
Scope of work:
Export Admin on Dry cargo Exports for Far East and Middle east Markets
- Peak Season Runs November to June.
Back Up function in current Export Admin overall (fresh export division).
Export admin entails all export related documentation and instructions to and from growers/customers/service providers and controlling bodies as applicable and the subsequent data capturing of related information.
Requirements:
- Attention to detail and sense of urgency critical.
- Impeccable work ethics with full understanding of the pressures and hours of logistics operations both ocean and road.
- Min 2 years’ experience required with a good understanding of supply chain, fruit (Apples, Pears and berries) and freight terminology and export documentation requirements and procedures.
- Task orientation.
- Own transport and valid driver’s license.
- Matric.
- A secondary tertiary education/diploma/course in export administration.
TRADE OPERATIONS HEAD LINE ACTIONS:
- Finalising bookings, sending SI's.
- Checking and approving documents.
- Bookings and communication with shipping lines.
- Update details about documents status/dates.
- Update LC summary with all relevant information.
- Upon receiving order confirmation from the trading desk, communicate with the customer and ensure receipt of the LC before loading of the container.
- Verify all the details on the LC against the order/details received from the trading desk.
- Request corrections of the LC if necessary.
- Send to Kargo Care LC details and documents instructions.
- Keep LC summary updated with all relevant details.
- Keep track of volume indicated on the LC and actual tonnage loaded. Ensure that no containers have been loaded with no LC at the background.
- Receive drafts and finals of shipping documents from Forwarder, verify it and request corrections if necessary.
- Prepare additional documents required for LC shipment.
- Dispatch set of original documents according to LC instructions upon receiving confirmation from the trading desk or finance department.
- Follow up on the documents arrival date and raise queries with DHL if needed.
- Request and prepare guarantee letters to the shipping lines if necessary.
- Ensure receipt of Intakes, Packing lists, Invoices.
- Adjust the Excel packing list according to the actual net weight calculations.
- Process SI in EXCEL for every container and email it to Forwarder according to required deadlines.
- Prepare clear documents instructions per customer and share it with Export Coordinator.
- Inform Export Coordinator of any changes in document instructions.
- Update Kargo Care on the document’s instructions and any changes.
Customer Invoices:
- Prepare vessel file for invoicing (incl. SI, PO, Supplier invoice, packing list, VGM) and submit to Trade desk for approval.
- Once signed off, hand it over to Finance for processing.
- Prepare Excel invoice with the prices per kg for customers.
- Email invoices to customers directly.
Packing Lists: Prepare customer packing list and share it with customer.
Check Draft Docs:
- Share with Forwarder all input documents (SI, Invoice, Packing list, Specification) according to set deadlines.
- Instruct originals to be processed.
- Combine shipping and commercial documents and email it to the customer for confirmation.
- In case of no-reply from the customer, send a follow-up.
- Process correction of draft shipping documents in case of customer request and send it for 2nd approval.
- Process final documents upon receipt of customer approval and send for customer approval.
- Dispatch original documents as per VD protocol.
- Share with VD and customer DHL number.
- Request release from the shipping line upon VD request.
Track parcel waybills:
- 3 times a week perform tracking of the vessels and update rolling plan on ETD's, ETA's, transhipments details.
- Inform the trade desk and raise the question with respective shipping line in case of deviation of the dates for more than 3 days.
- Monitor documentation’s status/deadline daily and follow up with the respective party in case of delay.
- Distribute vessel and docs tracking file to customers weekly.
- Update on Shipping summary discharged and or gated out.
Job Types: Full-time, Permanent
Pay: R14000,00 - R22000,00 per month
Education:
- High School (matric) (Required)
Application Deadline: 2024/11/30
Expected Start Date: 2024/12/02
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