Internal Marketing Assistant/PA to MD

SUMMARY:
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POSITION INFO:

Core Knowledge & Skills:

• Matric plus 5 years shipping experience
• Relevant shipping courses
• Fully computer literate – MS Office, Excel, Word, Outlook and Powerpoint
• Excellent People/customer service relationship skills
• Knowledge of clients and markets
• Knowledge of restrictions at various Ports and commodities
• Minimum 5 years in similar position to Senior Executive Director
• Good communication, organisational & admin skills
• Able to meet deadlines and cope under pressure

IINTERNAL MARKETING ASSISTANT DUTIES:

• Bookings for all trades
• Daily updating of EDI, importing of vessel files 3 times a day which is downloaded into Dinamix
• Telesales on a daily basis
• Canvassing for both import/exports bound cargoes
• Obtain KYC documentation, with proof of ID/SARS documents/Proof of Residence/Company details in order to create new customer on both LMS and Dynamics
• Application for acceptance of hazardous cargo/special equipment and stowage requests. Update LMS addon to obtain DG certificates.
• Correct ISO tank types to be updated in Dynamics when booking is firm.
• Application for detention and demurrage requests
• Updating of export client stats for all trades
• Monitoring of tonnages for each service on a daily basis
• Export RFA’s and Free time for all shipments to be done and approved prior vessel ETD
• Monitoring of vessels tonnage on a daily basis. To maintain allocation. If additional space/tonnage required has to be requested from other branches.
• Freight collect shipments – send eMail to respective POD for acceptance.
• TDR Reports – monthend for all trades due 5th of each month.
• Monthly allocation report for all trades to be sent by 10th of each month.
• Negotiate and quote freight rates upon approval and send to clients when Reps are not in the office
• Assist both import and export clients with queries and transshipment details on both import/export legs
• Assist with submitting surveys for new trades or enquiries.
• Advise clients of all new increases of rates/BAF/surcharges/LSR/PSS etc.
• Assist with cocktail function if held in Durban
• Calendars/gifts – collate and arrange distribution to all branches & stock take of gifts
• General typing and filing
• Weekly Tracking for South 32 (Tuesday / Thursday).
• Prepare Capman/tonnage report daily.
• Customer record update to be sent on the 10th of each month (All trades).
• Prepare booking vs. allocation report, Monday/Wednesday/Friday.
• Attend weekly marketing sales meeting. Assist with Compiling weekly sales meeting minutes.
• Promoting of pocket PIL. Ensure and push the booking through the use of e-service and intra.
• Prepare e-service report and submit to Regional Office every Friday.
• Capture both import and export stats.
• ASA KPI Report to be done by 7th of each month or earlier.
• Monthend Partners TDR to be sent on 10th of each month.

PA TO MD DUTIES:

• Assist MD with all matters relating to Organisational affairs.
• Apply for petrol cards/cancellation of petrol cards/lost or stolen, reconcile statements at month-end to submit to HR, send off to all the branches, receiving them back and file.
• Apply for new cell phone contracts, upgrades, reconciling statements at month end, submit to HR and file.
• Compiling Reports as requested by MD
• Applying for credit cards for staff, sending statements off at month end to the branches, receiving them back and filing.
• Arranging travel, domestic, international flights, accommodation, and car hire for all branches, reconcile travel statements at month end.
• Arrange Visas if required
• Take minutes of managers meeting
• Typing of letters, emails.
• Organise marketing conference, take Minutes at Conference, arrange gifts/transport and accommodation.
• Pay miscellaneous accounts for PIL
• Ordering of business cards for staff at all branches
• Monthly grocery shopping and purchasing of milk for office.
• Arrange snacks for Office Functions
• Ordering of office gifts/yearly desk pads & Calanders
• Assist MD with BOD Meeting booklets / take Minutes at BOD Meeting
• Compile and submit subsistence Report to HR for any local/ overseas travel by staff monthly.
• Send out upcoming Public Holidays to advise SGP & Regional Office
• Prepare petrol limit Report on a monthly basis.