Ad hoc client Expediting Clerk

• To be accountable and directly responsible for the expediting and shipping of all imports after the Purchasing department has placed the order until the shipment has been palletised and handed over to Accounting.

• Follow up on suppliers on order acknowledgements/ confirmations which are to be checked and rectified where necessary liaised with suppliers and re-approved by the person in charge within the Purchasing department.

• Daily review and control of all open forecasting shipments to ensure all shipments are correctly booked and adhere to authorised company policies.

• Daily palletization of the Syspro LCT to facilitate the accurate receipt of each pallet.

• Daily control, maintenance and development of all the shipping schedules and ensure accurate arrival dates are updated for each shipment.

• General assistance to the Purchasing department and Imports Controller and providing functions as and when required which include:

– Purchase orders – capturing, maintenance and checking

– Sales confirmations – capturing, maintenance and checking – Commercial invoices – capturing, maintenance and checking

– Packing lists – capturing, maintenance and checking

– Test certificates – maintain and control issuance of test certificates within the EDMS.

• Maintain and manage:

– Laserfiche Imports shipment register – Laserfiche – EDMS (Electronic Document Management System), workflow, updates and changes.

– Maintain all Syspro/Laserfiche Shipment data updates.

– Entire Imports scanning function (develop, maintain and control Laserfiche Repository and Forms processes).

– Capturing and processing of vessel information to the EDMS system – Assisting with annual archiving for the entire admin department

– Assisting with Export Scanning and Metadata management thereof.

• To ensure all financial information and paperwork is presented accurately and within the time frames as determined by Management.

• Ensure that all duties and responsibilities are carried out according to the requirements of the positions and to the expected standards of the company.

• These functions include but are not limited to:

– Administrative tasks.

– Data capture of supplier enquiries/quotes/price lists into Excel/Syspro/EDMS Document Management System and to expedite comments.

– Submit enquiries to the respective suppliers.

– Preparation of Annual audit working documentation

– Ensure all relative Legislation as applicable to the Company is abided by in all respects.

– Continued maintenance of internal control systems to ensure integrity of the accounting systems.

– Assist with the development, implementation and compliance of all Company policies and procedures.

To adhere to KPI’S and measurements which the Company has set out;

• Value of stockouts and potential stockout for Netstock

• Report on the monthly Stock Availability by ABC and Super A categories and Value

• Daily shipment status report

• Daily projected inventory report by mass and value

• Ensuring all open file documentation is captured into Syspro accounting program within 24 hrs from date of open file instruction

• Ensure Bill of Ladings are received and processed within Laserfiche within 3 days after receipt thereof which must be within 7 days after the sailing of the vessels.

• MTD purchases

• Monthly Test Certificates