Administrative Coordinator

SUMMARY:
-

POSITION INFO:

My client, a prominent organisation in the agricultural and animal feed sector, is seeking a diligent and organised Administrative Coordinator to join their team in Stellenbosch. This role offers an excellent opportunity to support import administration and logistics processes within a dynamic and innovative environment.

Key Responsibilities:

• Manage processes related to supplier contracts from international and local suppliers.
• Forward purchase contract details and relevant documents to the customs clearance agent for the import process.
• Organise and maintain import files, ensuring all documentation is accurate and up to date.
• Collaborate closely with the customs clearance agent to track shipment statuses and resolve any issues during shipping or clearance.
• Process creditor invoices related to imported goods, ensuring payments are accurate and align with agreed terms.
• Ensure timely invoice payments and maintain payment records for accurate financial tracking.
• Process debtor invoices as needed, ensuring client-related billing is accurate, timely, and compliant with policies.
• Ensure all imports comply with South African customs regulations and other legal requirements.
• Provide reports on import activities.
• Assist with audits or internal reviews related to import, inventory control, invoicing, and financial processes.
• Provide general administrative support as required.
• Assist in preparing reports and presentations for senior management or external stakeholders.
• Perform additional administrative tasks to support the sales and logistics team.
• Maintain strong working relationships with suppliers, customs agents, banks, logistics providers, and other stakeholders involved in the import process.
• Promptly resolve issues or discrepancies related to imports, payments, invoicing, inventory control, or documentation.

Key Skills:

• Analytical mindset with strong attention to detail and accuracy in handling documentation, payments, invoices, and inventory records.
• Proficient in Microsoft Excel.
• Excellent customer service and communication skills.
• Strong planning and organisational abilities, with the capacity to meet deadlines.
• Ability to multitask and manage multiple priorities effectively.
• Capable of working collaboratively in a team and independently with a strong sense of responsibility.
• Proactive, solution-oriented approach to problem-solving.
• High level of integrity and professionalism in all interactions with internal and external stakeholders.

Minimum Requirements:

• Diploma or degree in Logistics, Supply Chain Management, Business Administration, Accounting, or a related field.
• 2-4 years of experience in import administration, logistics, or supply chain management, preferably in the agricultural or animal feed sector.
• Experience in processing creditor and debtor invoices, with a solid understanding of basic accounting principles.
• Knowledge of South African import and customs clearance processes (direct clearance not required).