Administrative Coordinator

Our client is seeking a skilled and organised Administrative Coordinator to join their team. This role involves managing import administration, logistics, and supplier coordination. This is a fantastic opportunity to join a specialised team and make a meaningful impact. Qualifications and Experience Diploma or degree in Logistics, Supply Chain Management, Business Administration, Accounting, or a related field. 3–5 years of experience in import administration, logistics, or supply chain management, ideally within the agricultural or animal feed industry. Proven experience managing foreign exchange payments (FEC) and currency exchange procedures for international transactions. Experience with processing accounts payable and receivable invoices, with a strong understanding of basic accounting principles. Knowledge of South African import and customs clearance processes (direct clearance not required in this role). Key Skills and Attributes Analytical with strong planning and organisational abilities. Excellent communication and interpersonal skills. High attention to detail and accuracy in handling documentation, payments, invoices, and stock records. Proficiency in Excel. Strong problem-solving skills with a proactive, solutions-oriented mindset. Ability to work effectively under pressure and meet deadlines. Capacity to multitask and manage a high volume of work. Integrity and professionalism in interactions with internal and external stakeholders. Key Responsibilities Import Documentation & Communication Send purchase contract details and relevant documents to the import customs agent. Maintain and organise import files, ensuring documentation is accurate and up-to-date. Collaborate with the customs agent to track shipments and resolve any issues during clearance. Payments Planning & Execution Manage payments for imported goods, ensuring timely and accurate processing. Prepare and execute supplier payment instructions, including foreign exchange transactions (FEC). Coordinate with the finance team to ensure compliance with company and regulatory guidelines. Invoice Processing Process accounts payable invoices related to imports, ensuring accuracy and timeliness. Address billing disputes and ensure alignment with company policies. Stock Control Oversee and manage stock records and inventory levels. Collaborate with warehouse staff to address discrepancies and maintain accurate records. Monitor stock levels to avoid shortages or overstocking, and notify management of replenishment needs. Compliance & Reporting Ensure adherence to South African customs regulations and other legal requirements. Provide reports on import activities, payment schedules, FEC transactions, stock levels, and financial records. Administrative Support Assist with preparing reports and presentations for senior management or external stakeholders. Handle ad hoc administrative tasks as required to support the sales and logistics teams. Relationship Management Build strong relationships with suppliers, customs agents, banks, and logistics service providers. Resolve disputes or discrepancies related to imports, payments, invoicing, or stock control efficiently.

Location: Stellenbosch, ZA

Posted Date: 12/22/2024