Shipping Administration & Purchase Ledger Assistant

Our client is recruiting for a Shipping Admin & PL Assistant to manage the Import of Hard Goods & Equipment from suppliers largely based in the Far East & Europe. Responsibilities are to communicate to other staff and departments in the organisation including Procurement & Warehouse teams.

Main Responsibilities & Tasks:

Shipping:

Arrange delivery slots into warehouse with the freight forwarder

Update shipping schedule & distribute to appropriate staff members

Email UTT & MM a copy of the latest 'In Transit Report'

Set up a new container booking schedule on a weekly basis. Usually work 2-3 weeks in advance

Process emailed and original shipping documents from suppliers. Send out to the correct freight forwarder. Log details.

Process GINS sent from UTT

Process Letter of Credit's from Bank. Send out originals to shipping agent

Go through the latest Freight Forwarders schedules and update the system

Chase suppliers by email for any missing container paperwork

Purchase Ledger

Receive invoices/credit notes electronically, date stamp and place into correct folder for approval/processing

Checking and accurately entering supplier invoices/credit notes ensuring correct VAT treatment

Ensuring authorisation procedures for supplier invoices are followed

Preparing foreign supplier paperwork for payment

Making foreign TT payments

Setting up new supplier accounts

Opening and processing Letters of Credit

Entering supplier invoices and credit notes onto the company system

Competencies & Attributes:

Excellent written and oral communication skills

Flexible working approach

Ability to work in a fast-paced environment with a varying workload

Ability to work well within a team environment

Ability to work to a high degree of accuracy

Excellent communication skills

Ability to work under pressure and meet deadlines

An enthusiastic and hands on approach

Computer literate with Microsoft Office systems (Excel, Word and Outlook).