Assistant Administration Coordinator

at Job Search
Location Port Elizabeth, South Africa
Date Posted Jan 14, 2021
Category Administration Jobs
Job Type Full-time


  • Core Responsibilities:

    • Daily Perform reception and secretarial functions in the branch as needed, answering of telephones, message taking, etc.
    • Daily Control of invoices / accounts received.
    • Weekly Petty Cash control.
    • Daily running of admin / vessel documentation.
    • Weekly running of banking and purchase of office supplies.
    • Monthly Payment of Service Providers.
    • Monthly Office stationery ordering / control.
    • Monthly Office equipment maintenance.
    • Assist vessel agents with urgent requirements when on vessels/wharf side
    • Prepare ships mail and other parcels/documents for forwarding via courier
    • Monthly Arrange for archives/ filing of vessel files
    • Liaise with service providers for assistance of all crew arriving / departing, with immigration formalities and boarding requirements
    • Booking hotel accommodation and arranging with immigration for visa extension, temporary resident permits for crew / owners’ representatives and superintendents
    • Arranging transport and informing service provider of all flight details for arriving / departing crew.
    • Crew to doctor / hospitalization arrangements.
    • Monthly Assist with Branch Leave registers
    • Provide any other general admin functions as required by the Branch Manager

    • Draw up relevant documentation as per clients’ instructions;
    • Submit to Customs, TPT and NPA;
    • Calculate Proforma invoices and requests funds (if applicable);
    • Do the necessary acquittals of Customs documents with VOC / Cargo dues on completion of the loading / discharging
    • Compile final Bills of Lading on vessel completion and follow up on release and dispatch of Bills and cargo documents;
    • Filing of all shipping related documentation;
    • Generate invoice to client, prior to bills being released and handed to Branch Manager;
    • Maintain C&F vessel register
    • Running of all C&F documents to different departments

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