JOB SHEET -
Administrative Assistant (Fluent in French - written/spoken)
Looking for applicants that are fluent in French language and have experience/knowledge in logistics/export business:
The job requires the following:
1. Processing of orders
2. To be receptionist of the office
The assistant will be assigned a portfolio of customers for which she or he will be the contact person. Portfolio will evolve and build over time.
This position is placed under the direct authority of the Director.
The responsibilities / activities
- The processing of the order involves :
o Input of the data order
o Transmit the proforma order according to current price list
o Get the proforma confirmation by customer and update the tracking file of customer order
o Send orders to the suppliers
o Book to freight forwarding agents / warehouses / carriers / inspection companies
o Check the conformity of the products ordered with the warehouse in charge of the consolidation
o Preparation of containers loading instructions
o Shipments of documents to customers
o Check and monitoring of the arrival at destination of goods (litigation, refunds,etc) and updating the table of order tracking
o Settlement of disputes of the declaration of the litigation to a refund in agreement with the director
o Allocation of invoices from suppliers and providers for the accountant dpt. and director
o Storage and classification of the files
o Manage incoming customer calls
o Tracking and recovery of debit customer account according with the director
- Administrative back office involve :
o Process and classify mail and documents in and out of the company
o Support for creation of the articles in the data base to enable the billing
o Support task for the administrative operation of the company
The skills required
Knowledge: Fluent writing and speaking- French and English. Spanish language a plus. Knowledge in international logistics and international trading business (knowledge of incoterms – forwarding – consolidation) and knowledge on computer tools and softares (word – excel – outlook and company software. The practice of the French is highly recommended.
Know how : experience in logistics, trading companies or companies with an export dpt. as an administrative sales assistant.
Personality characteristics: must have a good general mindset and team spirit. Must have a good relationship with customers and suppliers. Must be conscientious, thorough, organized and pragmatic. Must be autonomous and be creative on how to find solutions and results. Demonstrate diplomacy.
Other points required: responsiveness, accuracy, organization and tenacity.
Reports: directly to the Director.
Works closely with the whole team and especially with sales colleague involved in buying and selling, creation of a working pair.
In direct contact with the suppliers, freight forwarders, service providers, government institution and customers.