Job Description

Role and ResponsibilitiesExecute export administrative duties and provide back-up assistance to team in accordance with the companys business policies and procedures to ensure exceptional customer service.Receive and enter orders in FLOW (in-house system). Update system timely for transhipments & arrivals.Ensure timely shipping is arranged in accordance with customers requested RDS, RDD & mode /equipment type.Handle Full set of Shipping Documents. Check correspondence of BLs, shipping invoices, packing list, COO etc. Ensure documents are correct and provided on time to clearance agents & customers.Coordinate timely import & export customs clearance & deliveries.Coordinate with Sales dept. & export offices the timely quotation sent to customer prior shipping.Ensure actual invoices from vendors & invoices to customers correspond to quotations. Responsible for costs & invoices booked properly and timely in the Financial Files.Maintaining paper file: print file control sheet, keeping copies of shipping docs, orders, quotations, invoices from vendors, invoices to customers, important correspondence.For export shipments: researching and planning the most appropriate route for a shipment taking in to account the cost, transit time and security. Obtaining, checking and preparing documentation to meet customs requirements, packing specifications, and compliance with overseas countries' regulations;Working closely with customers, Hillebrand export offices and third parties to ensure smooth operations to deadlines;Provide excellent customer service.Maintaining current knowledge of relevant legislation, Carriers route changes, political situations and other factors that could affect the movement of freightShipping documents review: check that data on the shipping invoices, BLs and packing lists are corresponding to each other.FLOWUpdating of diary on a daily basis whilst ensuring high quality of dataKnowledge of levels within FLOW ensuring information is updated timeously and accuratelyEnsuring dates and explanations are correctly entered on Export Status ScreenComplete message screen to communicate with IHO'sInvoicingKnowledge of sales terms and results of its influence on the companyProduction of orderly and accurate file balance sheetsProduction of accurate customer, vender / supplier invoices within agreed 5 day periodKnowledge of financial aspects including profitability of files for customers within area of responsibilityShipping FilesCompletion of accurate information on front sections of fileMaintenance of documentation to be well organised and easily accessibleCompletion of additional information on reverse of fileAccessibility of copies of correspondenceDocumentationKnowledge of required documentation for all parties relevant to each order and purpose.Production of accurate documentsMonitoring and control of documents within agreed time framesControl and submission of all customs related documents (I.e. DA550 & Acquittals)Ensure Service Excellence DeliveryDeliver customer service excellence in a professional way with a friendly style and attitude to meet and exceed customer requirementsCultivate and Maintain a friendly and flexible attitudeCommunicate actively with customers and develop deeper understanding of their requirements and provide Customers SOPMonitor customer-facing KPIs and use to drive improvementEnsure product knowledge is highEnsure accuracy of all operational and financial dataEnsure correct use of company toolsSystemsFlow, Axis, Salesforce, MSOfficeMay be required to undertake additional duties as the need of the business dictates.Tasks as assigned by managementQualifications and Education RequirementsTertiary Level Qualification in related discipline or Freight Forwarding & Customs ComplianceDepartment of Agriculture (DALRRD)Knowledge of Alcoholic Beverage operationsPreferred Skills3+ years relevant experience and expertise in freight forwarding and customs clearing industryAlcoholic Beverage Industry KnowledgeSolid knowledge of shipping paperwork required for import/export/air/road shipmentsStrong knowledge of International Freight Forwarding, FCL/LCL and INCOterms 2010xc2xa9 (2020)Ability to work with diverse group of peopleExcellent customer serviceExcellent communication skillsHardworking; Disciplined; Fast LearnerTeam Player

DHL