Shipping Administrator M/F

The primary purpose of this role is to support the equipment costing process and prepare accurate and timely shipping reports for equipment imported into the business. The position is responsible for managing and reconciling supplier accounts within the division, ensuring compliance with best practices and alignment with the company’s strategic objectives. Additionally, the role involves collaborating with other divisions to achieve set targets, optimizing operational efficiency, and overseeing Shared Services shipping operations to meet established performance standards.

Key Performance Areas: (Essential Duties & Responsibilities)

• Accurately prepare actual costings for equipment and parts using information received from freight forwarders to ensure proper financial tracking, accurate costing calculations and reporting
• Maintain up-to-date and accurate shipping registers for all imported equipment and parts.
• Reconcile Local & Foreign creditors accounts between the balance per the supplier’s statement and the balance per the ERP system.
• Reconcile Goods in transit accounts
• Prepare and load month end and other ad hoc payments of foreign creditors accounts.
• Liaise & coordinate with freight forwarding partners to ensure timely and accurate movement of goods, compliance with shipping regulations, and resolution of any logistical issues.
• Prepare journals for loan movements relating to OEM payments processed on behalf of various entities.
• Prepare month end accrual journals for shipping creditors.
• Perform monthly revaluation of FEC
• Compile and process Letters of Credit with the relevant approving authority, liaising with the foreign OEM (original equipment manufacturer) for the relevant information required and terms agreed.
• Update, communicate and maintain daily foreign exchange rates for the business
• Use TMS (the treasury management system) for various functions regarding foreign invoices and management of forward exchange cover of such invoices.
• Assist the Treasury Manager with timeous and accurate information, reconciliations and documentation.
• Assist with audit queries.

Required Minimum Knowledge, Skills Education / Training and Experience Requirement(s):

Education / Training:

• Grade 12
• Certificate or Diploma in Shipping/Freight Forwarding, Accounting or Bookkeeping and/or Finance or similar

Experience:

• Experience in shipping, import documentation and resolving shipping discrepancies
• Experience in preparation of creditors reconciliations
• Experience in general accounting/bookkeeping
• Experience in loading foreign payments on the online banking platforms, * Attention to detail: maintain accuracy and thoroughness in all tasks and deliverables.
• Problem solving mindset: demonstrate the ability to analyse data and develop effective solutions within a deadline driven environment.
• Team player: works effectively with others and contribute to the team’s success.
• Proactive approach: anticipate needs, take initiatives, and addresses problems before they escalate.
• Clear written and verbal communication skills: exhibits strong written and verbal communication skills to convey information accurately and professionally.
• Skilled in Microsoft Excel and Outlook with experience using ERP systems

• Knowledge of shipping regulations, terms & documentation
• Knowledge of customs compliance, bills of lading, shipping labels
• Import payments regulations and documentation.