Logistics, Customs and Costing Co-ordinator

To schedule and oversee the export process including generating invoices, obtaining certificates of origin, and ensuring that exports are compliant with local and regional regulations

Purpose of the Job

Duties and Responsibilities

• Maintain working knowledge of import and export laws and regulations
• Review proformas and update necessary handling charges.
• Enter customer orders into the system.
• Monitor Payments received from customers and advise production team when orders can be processed.
• Track shipment arrival dates.
• Liaise with Production on order status and advise Sales when additional payments are required.
• Liaise with shipping lines for rates and delivery schedules and co-ordinate shipments for customers.
• Prepare necessary export documentation for submission to Customs and Shipping Line.
• Prepare necessary import documentation for submission to Customs for clearing of cargo at the various ports and bonds.
• Prepare worksheets to provide the Accounts Department with charges applicable and quote customers brokerage charges.
• Follow up with the Accounts Department regarding documentation and payment needed for clearance and delivery of cargo.
• Liaise with Customs Clerk, Grade 1 for status updates on shipments.
• Follow up after shipments are cleared to ensure truckers return containers to the port.
• Ensure all requisite approvals are given and permits are granted.
• Review documentation to ensure that proformas, invoices, packing lists, pallet plans, and shipping documents are accurate.
• Co-ordinate delivery of containers to site.
• Co-ordinate the pick-up of containers and goods for delivery to Port for international customers and directly to customers for local customers.
• Provide soft and hard copies of documentation to customers.
• Post invoices and returns to system.
• Maintain the Export Invoice Register.
• Act as relief for the Logistics and Costing Co-ordinator - Import as necessary.
• Provide administrative support to General Manager, Director and Office Team.
• Prepare and file correspondence for the Company
• Ensure proper maintenance of office equipment.
• Manage and maintain office stationery and tea supplies levels.
• Liaise with external parties and direct queries to the relevant Department Head.
• Prepare orders / enquires as required and mail, fax or e-mail to suppliers.
• Despatch internal and external documents to the relevant parties.
• Receive and post approved orders from customers.
• Prepare and post approved goods returns.
• Receive and post approved supplier invoices.
• Manage the reception inclusive of greeting visitors, answering the main telephone line and redirecting to the appropriate extension.
• Ensure that individual customs' licenses, IDs, and Port passes are up to date so that employees can legally enter into the Port's clearing area.
• Perform other work-related duties as necessary.

Knowledge, Skills and Abilities

• Excellent communication and interpersonal skills
• Ability to establish priorities, work independently and proceed with objectives without supervision.
• Ability to work as part of a team.
• Computer literate in Microsoft office applications.

Qualifications and Experience

• 5 CXC, GCE, or CSEC passes, including Mathematics and English.
• Grade 3 Customs Clerk License
• ACCA level 1 or its equivalent.
• At least 3 years of experience in an brokerage environment.
• An appropriate combination of work experience and qualifications.

Special Requirements

• Willing to overtime, whenever necessary.

Sub-Ordinates

• Customs Clerk, Grade 1