My Jobs Eye Recruitment Jobs -Sales Administration Clerk

Job Title: Sales Administration Clerk
Department: Logistics
Responsible to: Logistics Supervisor
Key responsibility: To provide sales and administrative support for export and local market sales

Significant Relationships

Internal

• Supply chain
• Export- Sales dept
• Marketing dept

External

• Importers/ Distributors
• Shipping Companies /Transporters
• Clearing & Forwarding agents
• Customs office
• Inspection companies
• Bank – Letter of Credit
• Transporters

Key Tasks

• Prepare proformas /orders/invoices/commercial invoices/packing lists/debit/credit memos/quality issue letters and ensure they are duly authorised.
• Liaise with planning/warehousing & distribution  to avail goods as per the incoming/expected export orders
• Maintain/reconcile the Export Customers Accounts not to exceed the bank guarantee limit (where applicable) and liaise with Accounts Dept. for the confirming of the incoming TT/Cash Deposit/LC/Cash against documents
• Analyse the commercial invoices into respective HS Codes and send to the clearing agents for preparation of all documentation pertaining to exports as per the requirement of each customer/country/region
• Ensure the Export Documents are returned by customers (duly stamped and signed as proof of Export) and prepare a report for the same.
• Follow up for adoption export prices on approval and communicate the same to customers and maintain a price matrix.
• Ensure implementation of approved trade offers and communicate the same to customers and country managers prior to the offer beginning
• To circulate an internal weekly report on status of the export orders in-house to all relevant parties and update customers accordingly
• To do a monthly order tracking report of delivery against targets set for each order. To circulate an internal reports including Lead time performance and take appropriate corrective action when the indexes are off
• To ensure all orders& invoice records and documentation are filed and maintained /updated regularly
• Ensure implementation of legal requirements for export as they might change from time to time
• Liaise with transporters and shipping lines on transportation of goods and process their payments
• Processing rate of exchange differences.
• Follow up when it is a requirement the preparation of Certificates of analysis and ensure the same are sent to customers or inspection companies.
• To serve telephone customers effectively and communicate business requirements to potential customers
• Maintain updated sales analysis per country /customer / product and communicate the same to the country managers every quarter
• Compile and update duty and tariff structures for all active export markets
• Daily filling in of local cheques.
• Filling of exceeded credit limit forms and ensuring they are duly approved by the relevant authority.
• Posting of sales in the General ledger and daily freezing of stocks.

Qualifications: University Degree
Professional: Computer Literate
Experience: 2 Years

Send CV’s only to milkah@myjobseye.com

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