Administrative Coordinator

SUMMARY:
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POSITION INFO:

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

1. 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.
2. 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.
3. Invoice Processing
   • Process accounts payable invoices related to imports, ensuring accuracy and timeliness.
   • Address billing disputes and ensure alignment with company policies.
4. 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.
5. 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.
6. 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.
7. 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.