Customer Services Export Coordinator

Adcock Ingram; Johannesburg; On-site; ZAR 300,000 - 450,000; Full time

Job summary

A reputable South African company is seeking an Export Coordinator to manage and coordinate export processes, ensuring compliance with all relevant laws and documentation requirements. The ideal candidate will prepare necessary export documentation, assist with customs procedures, and build collaborative relationships with both internal and external customers. Applicants must have a strong understanding of international trade laws and excel in a dynamic, customer-focused environment.

Qualifications

• Strong knowledge of international trade laws, local regulations, and non-tariff barriers.
• Ability to support the internal buyers to receipt expenses.
• Adapt conversational patterns to customers’ needs.

Responsibilities

• Manage and coordinate export process including documentation and compliance.
• Prepare all required documentation for export.
• Analyze export process to identify issues leading to delays.

Job description

Adcock Ingram Holdings Limited and its Subsidiaries (“we”, “us”) is committed to protecting and respecting your privacy. Our Privacy Notice sets out the basis on which personal information collected inter alia from you, social media, recruitment agencies and our website, will be processed by us. The Privacy notice is available on our website www.adcock.co.za.

One of the conditions under the Protection of Personal Information Act 4 of 2013 (POPIA) provides that candidates have the right to be informed about the collection and use of their personal information,

In the course of your application : we may

• collect personal information that may be used to identify potential professional opportunities other than the job you have applied for but of which we think might be of interest to you.
• use your Personal Information to confirm references or background checks you have provided us.
• request your consent to participate in aptitude tests or recruitment assessments.

We also use your personal information to respond to your inquiries, to verify your information and to share information with you.

Your personal information will be securely stored by the Human Capital Department and it will be retained for a period of up to 12 months as of the closure of the application procedure if your application is unsuccessful, and in case of a successful application and you are hired, your data will be transferred to your personal employee file.

By applying for this position, you consent to us processing your personal information.

We reserve the right to make an appointment. If you have not heard from us within 30 (thirty) days of the closing date, please accept that your application was unsuccessful. Correspondence will be entered into only with shortlisted candidates.

Job Purpose

To Manage and Coordinate the Cross Border and Export Processes from inception to finish, complying with all the South African and Other Countries laws and documentation requirements. To accurately process and manage these orders, and serve as support to internal and external customers, investigating & solving customer issues / queries, ensuring accurate output achieved, including managing all order entry processes, performing customer services, building and maintaining good relationships with customers and AICC Teams, ensuring regular proactive feedback to customers.

To be an advocate for AICC customers, showing ethical behaviour in actioning AICC Mission, Values and SOP’s. To be willing and able to carry out additional duties over and above the normal required Customer Services Agent duties, and to become involved in projects.

Key Job Outputs

• Manage and coordinate export process (documentation, customs procedures / compliances, transport arrangement).
• Prepare all documentation including COA, Export instructions, commercial invoice, packing list, PFI, SADC Certificates, High Schedule form, Import permit and export permit, freight forwarder / supplier application form.
• Understanding of SAHPRA Export permit (ORIGINAL, TRIPLICATE, and DUPLICATE)
• Assist procurement to screen and load potential freight forwarders with lowest rates freight quote.
• Assist the customer service team to be well skilled with Oracle to ensure lead time is minimized.
• Manage process to ensure correct accuracy in selecting the correct goods vehicle is selected with accurate weight and dimension.
• Compile half-yearly export report.
• Monitor and maintain in a proactive manner to ensure lead time is minimized and no delayed to meet delivery deadlines.
• Able to provide export number and all permits required to export controlled items SAHPRA including medicines, and medical devices.
• Understanding customs requirements to provide required permit to be used at customs to clear the shipment by completing the necessary customs process for goods to be officially allowed into or out of a country, ensuring all required documentation, duties, taxes, and regulations are met.
• Create a collaborative relationship with both external and internal customers (operations, sales, stock analyst, freight forwarders, QA, RA, Finance, etc.).
• Analyze export process to identify issues leading to delays and implement process improvement.
• Negotiate rates with freight forwarders / logistics providers.
• Ability to support the internal buyers to receipt expenses.
• Knowledge of a buyer to create PO and receipt PO for all invoices from the freight forwarders and Support procurement / buyers’ activities related to logistics services.
• Build and maintain collaborative relationships with existing suppliers and develop new relationships.
• Liaise with freight forwarders to expedite shipment clearance and resolve issues with the selected Customs brokers / Clearing agencies.
• Strong knowledge of international trade laws, local regulations, and non-tariff barriers.
• Maintaining Order Entries (Order Book)
• Raising and Maintaining RMA’s (Credits)
• Maintaining Backorders with Proactive communication to customers
• To provide timely, tenacious and empathetic support and assistance to new and existing customers to ensure they find the right product and / or service
• Functioning as part of AICC Team, and / or Independently
• Maintain Excellent relationship with customers, internal and external
• Managing pressure and controlling emotions
• Patience & active listening to ensure customer experiences relevant issues addressed
• Nurturing Strong knowledge of company products and trends and processes
• Adapt conversational patterns to customers’ needs
• Keep composure with very difficult customers, handling unhappy customers professionally
• Compliance with Company Mission, Values and SOP’s