Purchasing, Shipping

Purchasing, Shipping & Imports Administrator This position is responsible for administering all aspects of product importation, from preparing and processing purchase orders to receiving goods into the warehouse. The incumbent must be a well‑organised and self‑motivated individual, proactively monitoring and following up on shipments. Ongoing reporting, liaison, and communication with suppliers, customs agents and key Interfab staff are critical to this role. Minimum 3+ years of experience in import/export operations is required. Purchasing Prepare a Purchase Order Request and obtain the necessary approval. Check costing, duty rate, and exchange rate factors. Raise Purchase Orders in SAP. A minimum of 3+ years of experience with SAP systems is required. Experience working with multiple SAP modules is essential for this position. Submit appropriate documentation to Supplier(s). Evaluate orders for Forward Exchange Cover. Maintain the Forward Exchange Contract Database as directed. Maintain new product and barcode details on internal systems if required. Prepare demand reports for management on product purchases as requested. Track orders to monitor shipment dates and identify outstanding/overdue orders, ensuring on‑time delivery. Advise relevant personnel of any delivery issues. Maintain the Outstanding Purchase Orders report as required. Shipments Establish and maintain a shipments file. Check documents against the order for discrepancies, including price and quantities shipped, ETA, and report any variances to the appropriate personnel. Create a Goods Receipt PO in SAP and copy it to the supplier invoice in preparation for payment, as per the agreed‑upon terms. Forward copies of the documents to the customs agent. A minimum of 3+ years of experience with customs documentation and procedures is required. Comprehensive experience with all customs clearance processes and documentation is essential. Track shipments and follow up with suppliers and customs agents on status, ETA, and original docs. Present suppliers' invoices for payment and seek appropriate instructions regarding the payment method and FEC coverage. Provide the Customs Agent with all required information. Approve Customs Agent invoice(s) for Landing Charges and Disbursements and submit for payment. Produce and broadcast Shipment/order status reports. Provide the Monthly Stock in Transit Report. Receipts Liaise with customs agents and warehouse personnel to prioritise and schedule the delivery of containers. Broadcast delivery schedule for goods arrival. Provide Warehouse personnel with inward receipt reports and Packing Lists for stock verification. Finalise landed costing and receipt goods into store, reporting any significant variances. Process Inventory Transfer from Stock in Transit to the Finished Goods warehouse. Notify customer service staff of shipment arrival and provide the Xvsl report related to backorders. Lodge claims with suppliers for short deliveries and follow up on payment. Bills Payable Access Wintrade to view Schedules of Advance, Schedules of Payment, and other relevant documents. Submit the Schedule of Advance and the Schedule of Payment for processing in SAP. Monitor and manage maturities. Download the Westpac Outstanding Liabilities Report at the end of the month. Other Duties Maintain daily exchange rate data and broadcast costing rate. As directed. KEY PERFORMANCE INDICATORS Regular and up‑to‑date reporting on shipment/order status to Management and Sales. Shipment status followed up with suppliers. Costing of orders meets the accepted margin criteria. Australian work rights are required at the time of application. Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad. #J-18808-Ljbffr