Administrative Assistant
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Key skills for this role
About the Role
We are seeking an Administrative Assistant for the Procurement Department to handle administrative coordination and logistics related to purchasing and importing operations. Responsibilities include coordinating with suppliers, ensuring document completeness, preparing reports, and liaising with shipping companies.
Key Skills for This Role
Responsibilities
- Coordinate and follow up with suppliers and shipping companies regarding pending requests and incoming shipments
- Ensure the completeness and accuracy of required documents and receive them prior to shipment arrival
- Review and reconcile final commercial invoices with preliminary invoices
- Receive and file shipping arrival notices related to shipments
- Send payment requests and bank approvals to suppliers in coordination with the finance department
- Prepare and update daily and weekly reports related to requests and shipments, and follow up on any discrepancies or observations
- Track shipment movements and update shipment data (ETD/ETA and tracking numbers)
- Send logistics data specific to suppliers according to requirements and updates
- Monitor cancellation processes or modification of supply terms and notify relevant management
- Create and follow up on requests for new supply openings in the SAP system until procedures are completed
- Translate invoices and product data and packaging components
- Monitor financial requirements related to purchasing and importing operations
Requirements
- Bachelor's degree or diploma in Business Administration, Supply Chain Management, or any relevant field
- Previous experience in administrative operations or procurement
- Proficiency in English language reading, writing, and translating commercial documents
- Familiarity with SAP systems is preferred
- Organizational and time management skills
- Ability to prepare and follow up on regular reports
- Effective communication and coordination skills
- Attention to detail and accuracy
- Problem solving and follow up skills
- Proficiency in Microsoft Office applications, especially Excel
- Ability to work under pressure and manage multiple tasks simultaneously
- Document management and archiving skills
Full Job Posting
Job Description
- We are seeking an Administrative Assistant for the Procurement Department to handle administrative coordination and logistics related to purchasing and importing operations, ensuring the completeness of documents and shipments in compliance with regulatory requirements.
- This role also involves preparing regular reports and liaising with suppliers and shipping companies.
Responsibilities
- Coordinate and follow up with suppliers and shipping companies regarding pending requests and incoming shipments.
- Ensure the completeness and accuracy of required documents and receive them prior to shipment arrival.
- Review and reconcile final commercial invoices with preliminary invoices.
- Receive and file shipping arrival notices related to shipments.
- Send payment requests and bank approvals to suppliers in coordination with the finance department.
- Prepare and update daily and weekly reports related to requests and shipments, and follow up on any discrepancies or observations.
- Track shipment movements and update shipment data (ETD/ETA and tracking numbers).
- Send logistics data specific to suppliers according to requirements and updates.
- Monitor cancellation processes or modification of supply terms and notify relevant management.
- Create and follow up on requests for new supply openings in the SAP system until procedures are completed.
- Translate invoices and product data and packaging components.
- Monitor financial requirements related to purchasing and importing operations.
Required Qualifications and Experience
- Bachelor's degree or diploma in Business Administration, Supply Chain Management, or any relevant field.
- Previous experience in administrative operations or procurement.
- Proficiency in English language reading, writing, and translating commercial documents.
- Familiarity with SAP systems is preferred.
Required Skills
- Organizational and time management skills.
- Ability to prepare and follow up on regular reports.
- Effective communication and coordination skills with suppliers and internal and external stakeholders.
- Attention to detail and accuracy.
- Problem solving and follow up skills.
- Proficiency in Microsoft Office applications, especially Excel.
- Ability to work under pressure and manage multiple tasks simultaneously.
- Document management and archiving skills.
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