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Job description / Role
Main tasks / responsibilities: Contract Preparation; Managing Deliveries; Monitoring Stock Levels; Invoice & Shipment Documentation Preparation; Customer Interaction
Contract Management
• Preparing and sending out offers; issuing contracts and contract analysis
• Updating details, compliance and setting up new Customers when necessary
• Assisting and managing contracts with Customers/Agents
• Registering contract amendments and communicate with Customer and Planning
• Liaising with Customers
Delivery Management and Monitoring Stock Levels
• Preparing timely material allocations
• Updating Operations Manager with monthly shipment details
• Instructing Warehouse of material releases and loading onto vessels, monitoring vessel sailing dates, and informing Customers of arrival schedule
• Requesting Agents’ Sales forecast or planning according to Customer contracts
• Monitoring stock levels at Warehouses and in transit; liaising with Operations Manager and Plant
Invoice and Shipment Document Preparation
• Inputting invoice details into SAP
• Putting together certificates and all necessary documentation, including Letters of Credit and Bills of Lading
• Collecting documentation and passing to Accounts for invoice posting
Preparing Volume Discount Finalisation
• Monthly, quarterly or yearly request for Act of Collation from Customers
• Passing details on to Accounts for issuing of Credit & Debit Notes
• Analytical review of assays for finalisations
Customer Interaction, e.g.:
• Shipment schedules
• Actioning and managing claims
• Independent surveyor inspections
Requirements
• Experience of Administration in an International environment
• Fluency in English (oral and written)
• Knowledge of Logistics, MS Excel,
• Customer as well as commercial focus
• Ability to work under pressure and changing priorities
• Good planning skills
• Accurate
• Communicative
• Detailed Excel experience, dealing with all types of formulas
About the Company
At Hays, we invest in lifelong partnerships that empower people and businesses to succeed. With over 50 years’ success under our belts and a workforce of 10,000+ people across 32 countries, we’ve evolved to put our customers at the heart of everything we do.
So much more than a specialist recruitment business, what really sets us apart is our knowledge through scale, deep understanding and our ability to meaningfully innovate for our customers. By providing advice, insights and expertise on issues you face today in the fast-paced world of work, we help you make the right decisions for tomorrow.
Offering an unrivalled suite of recruitment and workplace solutions, whether you’re looking for what’s next in your career, or have a gap to fill, we’ll help you get where you want to go.
You can rely on us to deliver today and help you plan for tomorrow.