Shipping / Purchasing Administrator

Our client a well-established comapny here in Malta is seeking a Shipping / Purchasing Administrator to join the team

Responsibilities

• Processing and recording of sales orders and other related information. This will involve ensuring that the products/materials ordered are available in stock or have been forwarded for ordering to suppliers. It will also involve ensuring that orders have been issued at the correct authorized prices.
• Reserving stocks/materials for clients, when required and ensuring that all reservations are eventually ordered or the reservation has been cancelled.
• Issuing of invoices and other related information including credit notes.
• Reviewing and monitoring stock information to ensure that this is accurate and kept updated at all times.
• Assistance with the performance and processing of stock takes.
• You will be responsible for the preparation of purchase orders for suppliers, which will involve examining products or materials to estimate quantities or weight and type of container required for transport and liaising with suppliers accordingly.
• Responding to customers or shippers queries or in some cases complaints.
• Providing routing information and issuing shipping instructions to ensure deliveries arrive on time and to their correct location. You will also be responsible for tracking goods en route to their destination ensuring any problems that may arise are resolved so as to avoid delays.
• To liaise with accounts for the payment of invoices and prepare all the necessary information.
• Ensuring shipping, handling and other related costs are calculated accurately and passed onto the customer. This may also include the setting of sales prices.
• The role may also involve the need to negotiate rates with suppliers such as carriers, warehouse operators and insurance companies and prepare tariffs for customers, ensuring the required profit margins as directed by the company are achieved.
  
  Requirements & Skills

• You will have excellent communication skills both written and verbal in English and will be able to present information in a clear and concise manner.
• A sound understanding of commercial enterprise and be familiar with basic accounting.
• You must have good reasoning skills and be able to analyse data and prepare reports reflecting findings and advise on a proposed direction in relation to your role.
• As the job may be customer/supplier facing, excellent interpersonal skills are essential.
• Strong negotiations skills are also needed and the ability to influence others.
• You will be required to learn and follow company policies and procedures and it is important that you take an interest in learning these and following them at all times, proposing amendments/changes as and when deemed necessary to improve the effectiveness and efficiency of processes
• You will be required to work with industry-standard computer packages such as Microsoft Word, Excel, Powerpoint and other software that the company uses and may introduce from time to time.