Core Knowledge & Skills:
Matric plus 5 years shipping experience
Relevant shipping courses
Fully computer literate – MS Office, Excel, Word, Outlook, and PowerPoint
Excellent people/customer service relationship skills
Knowledge of clients and markets
Knowledge of restrictions at various Ports and commodities
Minimum 5 years in a similar position to Senior Executive Director
Good communication, organisational & admin skills
Able to meet deadlines and cope under pressure
INTERNAL MARKETING ASSISTANT DUTIES:Bookings for all tradesDaily updating of EDI, importing of vessel files 3 times a day which is downloaded into DinamixTelesales on a daily basisCanvassing for both import/exports bound cargoesObtain KYC documentation, with proof of ID/SARS documents/Proof of Residence/Company details in order to create new customer on both LMS and DynamicsApplication for acceptance of hazardous cargo/special equipment and stowage requestsUpdate LMS addon to obtain DG certificatesCorrect ISO tank types to be updated in Dynamics when booking is firmApplication for detention and demurrage requestsUpdating of export client stats for all tradesMonitoring of tonnages for each service on a daily basisExport RFA's and Free time for all shipments to be done and approved prior to vessel ETDMonitoring of vessels tonnage on a daily basisTo maintain allocationIf additional space/tonnage required has to be requested from other branchesFreight collect shipments – send email to respective POD for acceptanceTDR Reports – month-end for all trades due 5th of each monthMonthly allocation report for all trades to be sent by 10th of each monthNegotiate and quote freight rates upon approval and send to clients when Reps are not in the officeAssist both import and export clients with queries and transshipment details on both import/export legsAssist with submitting surveys for new trades or enquiriesAdvise clients of all new increases of rates/BAF/surcharges/LSR/PSS etc.Assist with cocktail function if held in DurbanCalendars/gifts – collate and arrange distribution to all branches & stock take of giftsGeneral typing and filingWeekly Tracking for South 32 (Tuesday / Thursday)Prepare Capman/tonnage report dailyCustomer record update to be sent on the 10th of each month (All trades)Prepare booking vs. allocation report, Monday/Wednesday/FridayAttend weekly marketing sales meetingAssist with Compiling weekly sales meeting minutesPromoting of pocket PILEnsure and push the booking through the use of e-service and intraPrepare e-service report and submit to Regional Office every FridayCapture both import and export statsASA KPI Report to be done by 7th of each month or earlierMonth-end Partners TDR to be sent on 10th of each monthPA TO MD DUTIES:Assist MD with all matters relating to Organisational affairsApply for petrol cards/cancellation of petrol cards/lost or stolen, reconcile statements at month-end to submit to HR, send off to all the branches, receiving them back and fileApply for new cell phone contracts, upgrades, reconciling statements at month end, submit to HR and fileCompiling Reports as requested by MDApplying for credit cards for staff, sending statements off at month end to the branches, receiving them back and filingArranging travel, domestic, international flights, accommodation, and car hire for all branches, reconcile travel statements at month endArrange Visas if requiredTake minutes of managers meetingTyping of letters, emailsOrganise marketing conference, take Minutes at Conference, arrange gifts/transport and accommodationPay miscellaneous accounts for PILOrdering of business cards for staff at all branchesMonthly grocery shopping and purchasing of milk for officeArrange snacks for Office FunctionsOrdering of office gifts/yearly desk pads & CalendarsAssist MD with BOD Meeting booklets / take Minutes at BOD MeetingCompile and submit subsistence Report to HR for any local/overseas travel by staff monthlySend out upcoming Public Holidays to advise SGP & Regional OfficePrepare petrol limit Report on a monthly basis
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