Export Contract & Letter of Credit (L/C) Administration
- Draft, review, and administer export sales contracts for complete vehicles.
- Follow up on L/C issuance, amendments, and verification; identify and mitigate potential risks arising from hidden or ambiguous clauses, and align documentation requirements for bank presentation.
- Prepare commercial invoices, packing lists, certificates of origin, customs documentation, and other export documents; manage bank document presentation and payment collection tracking to ensure timely receipt of funds.
- Resolve trade discrepancies and L/C inconsistencies, coordinating with headquarters finance and legal teams to ensure comprehensive risk control and compliance.
Customer Master Data & Shipment Management
- Create, revise, freeze, and maintain master data for overseas distributors and end customers in SAP, ensuring accurate records of customer qualifications, credit terms, and pricing policies.
- Record complete marine shipment information, including booking schedules, bill of lading details, terminal charges, customs clearance, and delivery confirmation data in designated systems in a timely manner.
- Conduct regular reconciliations between logistics records and financial accounts, correct data discrepancies, and maintain accurate and traceable supply chain records.
Tender Management for Complete Vehicles & Factory Body Upfitting
- Lead local tendering projects for bulk procurement of complete vehicles and specialized body-fitting equipment, including sewage tankers, dump trucks, and other customized vehicles.
- Prepare tender announcements and technical and commercial bid documentation; verify supplier qualifications and compliance with applicable South African certification requirements, including ABS and VESA standards.
- Organize bid openings, quotation comparisons, and bid evaluations; prepare tender outcome reports and follow up on contract execution and supplier performance management.
- Coordinate technical requirements with production and engineering teams to ensure all modified vehicle bodies comply with applicable South African national vehicle regulations.
Inventory Control & Stocktaking
- Develop and implement monthly and quarterly stocktaking plans for finished vehicles and spare parts.
- Conduct on-site physical stock counts, reconcile physical inventory against system records, prepare surplus and shortage analysis reports, and implement corrective actions.
- Monitor inventory ageing and slow-moving vehicle stock; recommend inventory optimization measures and coordinate with sales teams on stock liquidation plans.
- Verify inbound and outbound documentation to prevent discrepancies between physical inventory and system records, and support local South African tax and external audit inspections.
Marketing Material Acceptance & Promotion Expense Settlement
- Conduct physical inspection and acceptance of local advertising materials, exhibition materials, and dealer promotional kits against contracted specifications and quantities; reject non-compliant items and coordinate replacement or return with vendors.
- Register and maintain acceptance records for marketing expense documentation and submit supporting documents to the Finance Department for verification and settlement.
- Maintain accurate records and control the execution of approved marketing budgets.
Minimum Requirements
- Matric or higher.
- National Diploma or higher in International Trade, Logistics Management, Supply Chain Management, Business Administration, or a related field.
- Experience working with international employees or within a multinational company is preferred.
- Proficient in ERP system data entry and master data maintenance, with advanced Excel skills for statistical analysis, reporting, and stocktaking.
- Valid Code 8 driver's licence.
- Strong problem-solving skills, with the ability to explain technical concepts clearly to non-technical stakeholders.
- Ability to work independently and collaboratively in a fast-paced, multicultural environment.
- Strong organizational and coordination skills, with excellent attention to detail.
- Good written and spoken English.
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