Shipping Administration

Our client is recruiting for a Shipping Admin & PL Assistant to manage the Import of Hard Goods & Equipment from suppliers largely based in the Far East & Europe. Responsibilities are to communicate to other staff and departments in the organisation including Procurement & Warehouse teams.

Main Responsibilities & Tasks:

Shipping:

• Arrange delivery slots into warehouse with the freight forwarder

• Update shipping schedule & distribute to appropriate staff members

• Email UTT & MM a copy of the latest 'In Transit Report’

• Set up a new container booking schedule on a weekly basis. Usually work 2-3 weeks in advance

• Process emailed and original shipping documents from suppliers. Send out to the correct freight forwarder. Log details.

• Process GINS sent from UTT

• Process Letter of Credit’s from Bank. Send out originals to shipping agent

• Go through the latest Freight Forwarders schedules and update the system

• Chase suppliers by email for any missing container paperwork

Purchase Ledger

• Receive invoices/credit notes electronically, date stamp and place into correct folder for approval/processing

• Checking and accurately entering supplier invoices/credit notes ensuring correct VAT treatment

• Ensuring authorisation procedures for supplier invoices are followed

• Preparing foreign supplier paperwork for payment

• Making foreign TT payments

• Setting up new supplier accounts

• Opening and processing Letters of Credit

• Entering supplier invoices and credit notes onto the company system

Competencies & Attributes:

• Excellent written and oral communication skills

• Flexible working approach

• Ability to work in a fast-paced environment with a varying workload

• Ability to work well within a team environment

• Ability to work to a high degree of accuracy

• Excellent communication skills

• Ability to work under pressure and meet deadlines

• An enthusiastic and hands on approach

• Computer literate with Microsoft Office systems (Excel, Word and Outlook).

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