Description

The Administrative Assistant provides a range of complex and confidential support services at strategic intervals to the office of the Operations Manager and the other members of the Operations Management team.
Specific Duties:
Shipping Imports and Exports
 Receives quotation from the company’s suppliers in keeping with established policy (at least three quotes) and
• Prepares all the necessary correspondences (Caricom invoices, faxes etc.),
• Makes telephone calls and
• Communicates with suppliers, Brokers and Shipping Agents via e- mails with reference to foreign shipments of the company’s orders.
 Responsible for sourcing and preparing all required documents (L/C) for shipments.
 Responsible for the proper coordination of all shipping arrangements (ocean/air freight, insurance, transfers etc.)
 Liaises with Customers Brokers in a cordial and professional manner so as to ensure that the company’s cargo is cleared on a timely basis.
 Reviews the company’s current system of ordering stationary implements and maintains an efficient mechanism to ensure that the Operations Division has a reliable supply of stationary.
 Types memoranda, documents and correspondence (general and personal) for the division’s Manager.
 Makes and receives telephone calls on behalf of the Operations Manager
 Schedules and makes all arrangements for appointments on behalf of the Operations Manager. Purchasing.
 Sources and purchases all foreign and local parts for the operations Division.
 Maintains servicing records for the filling plant including:
• Date maintenance performed
• Type of servicing and machinery/equipment serviced
• Problems encountered
• Next maintenance date
 Keeps stock of all Bulk Tanks purchased for Installation and reorder when necessary.
 Implements and maintains an efficient system to monitor and track the company’s Plant/ Installation stock and accounts for all variances (theoretical compared to physical.) Imports.
 Prepares a Costing Analysis on imported items and submits it. Importation Of Bulk Cylinders.
 Prepares bulk cylinder orders and dispatches to suppliers in keeping with set policy and procedures.
 Liaises with suppliers to ensure that schedules are kept and informs the customer of variances immediately.
 Ensures that suppliers prepares all shipping documents as required and performs follow up checks to ensures that they dispatch same
 Responsible for the insuring of cargo shipped by suppliers.
 Performs regular follow up checks with customers to ensure the “smooth” clearing of cargo.
 Negotiates with shipping lines / freight forwarders for favorable rates and quality service
 Verifies all Accounts Payables Bills, which relates to all departments for shipment.  Checks and verifies duties on C82 form in accordance with the tariff book investigates variances and brings to the attention of Senior Management.
 Prepares costing for all imported parts.
 Brokers will forward C75 Forms for every shipment Preparation of Weekly

Production Incentives to submit for payroll.

Disbursement of petty cash for purchases of items