Import/Export Administrator - Jobs in Toronto, ON

Job Description

IMPORT AND EXPORT ADMINISTRATORJob Summary: The Import and Export Administrator is mainly responsible for the smooth flow of logistics and documents, Imports and Exports made by the Sales Department, making sure the company gets the best shipping rates. The role deals with the paperwork and follow-ups with scrap metal suppliers after the Company and the Buyer/Supplier have agreed to conduct business, making sure the order forms are properly filled out with the detailed specifications, to monitor the progress of order fulfillment - from booking vessels/carriers, to loading, to shipping, to the materials arrival at the destination. The candidate is responsible for reviewing and processing payments of invoices and other financial documents, and reporting any routing developments related to logistics and shipping to the Sales and Accounting Departments as required.Main Responsibilities:

• Draft purchase orders upon confirmation of sales.
• Monitor and update new information on all new and pending orders, including but not limited to: Loading schedule, ERDs, Cut-ffs, ETDs, and ETAs, payment schedules depending on terms with suppliers, and updating the changes as required, and following up when there is a problem or requires extra attention.
• Arrange oceans export bookings by coordinating and working with freight forwarders and/or suppliers.
• Send SI/VGM to freight forwarders, carriers and suppliers in a timely manner.
• Review shipping and other documents (BLs, Switch BLs, invoice, packing list, scale ticket, loading photos) to ensure accurate documentation at all times, compiling shipment package for overseas team and consignee, and releasing cargo as required.
• Continuous exploration and negotiation of best rates for routes used, and seek for new freight forwarders to build a new relationship while maintaining business relationships with existing freight forwarders.
• Audit freight forwarders and other service providers invoices, rectify as needed, process payment requests and update database to ensure all invoices are paid for by submitting Statement of Account to Accounting team for payment on a monthly basis.
• Prepare and send weekly sales and shipping summary to upper management, and keep track of the annual progress.
• Maintain up-to-date information and files for all new, pending and completed orders.
• Be able to track any shipment if necessary to make sure the shipments run smoothly to their destination, dealing with any potential issues as they happen.
• Assist Purchasing and Sales Associate (PSA) with claims and keep track of all unpaid claims.
• Cover the PSA for their main duties and responsibilities during their time-off.

Skill Requirements:

• Needs to be a good listener and to be good with following instructions, especially detailed ones.
• Needs to be very conscientious, meticulous, and detail-oriented.
• Be able to work independently with minimal supervision.
• Excellent communication, interaction and negotiation skills with fellow team members, other departments, both internal and external, as well as suppliers and other stakeholders.
• Flexibility and willing to work outside of office hours to resolve urgent issues, which may happen occasionally.
• Good problem-solving skills to deal with normal and especially unexpected issues who is willing to ask and coordinate with other departments as needed.
• Great customer service skills and patience is essential to handle the relationship properly with suppliers.
• Time management skills, self-organization, and prioritization skills are a must.
• Take active roles to be flexible and to multi-task and be aware of different shipments at any given time.
• Able to maintain and keep track of all documentation in various clearly sorted folders.
• Must be a fast learner and be able to adapt to a fast-paced working environment.
• General computer skills and intermediate skills with Microsoft Word, Excel, and Outlook.
• Be able to handle different issues in an efficient manner, can bear high working pressure and work under strict deadlines.
• Be able to have an integrated view of the job and how it connects to other departments, and act accordingly.

Job Types: Full-time, PermanentSalary: From $36,000.00 per yearBenefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

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