Shipping, Sales & Operations Assistant

• Arranging shipments, selecting carriers, and generating shipping documentation.
• Overseeing the shipping process, from order to delivery.
• Shipping documentation: Preparing and processing shipping documents, such as invoices, packing slips, and customs forms.
• Building and maintaining relationships with shipping carriers
• Customer Sales and Order Management (Sales)
• Publish pricing to customer database via email & Channel360 platform.
• Handle customer orders and inquiries and manage orders placed.
• Ensure timely and accurate communication regarding order status, product availability, and delivery schedules.
• Initiate Sales campaigns for local and cross border bulk fuel sales.
• Fuel Planning (Operations)
• Coordinate local & cross border fuel planning to ensure efficient fuel usage for operations.
• Plan and update local and cross border load tracking for current and new orders.
• Coordinate with transporters to plan and track all logistics and shipments.
• Ensure timely and efficient movement of goods from suppliers to customers.
• Oversee and manage cross-border clearing processes, ensuring compliance with all regulations.
• Coordinate with clearing agents and ensure smooth clearance of goods at customs
• Supplier Relations (Operations)
• Liaise with various local & cross border suppliers to ensure the timely delivery of products.
• Plan and manage stock release requests, coordinating between suppliers and internal teams.
• General Administration (Admin)
• Maintain and update supplier, customer, and transporter reconciliation records.
• Allocate payments accurately to customer and supplier accounts.
• Coordinate with the finance team to ensure payments are processed and recorded correctly
• Prepare and manage daily invoice schedules for customers and suppliers.
• Ensure timely and accurate preparation of invoices in accordance with agreements
• Manage the introduction of new customers and ensure compliance with internal processes and regulatory requirements.
• Oversee the full compliance process for onboarding new customers.
• Skills & Qualifications:
• Good understanding of operations, logistics, and compliance processes.
• Experience in handling payments, invoicing, and financial reconciliations.
• Proficient in MS Office, SAGE Accounting
• Education & Experience:
• Proven experience in customer service, supplier relations, shipping and administrative roles, preferably in a fast-paced environment.

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