Import Coordinator/Administrative Assistant

Job DescriptionJob Description

Purpose:

Purchasing/Logistics is the organized process of planning, sourcing, moving, storing, managing and executing the efficient transportation and storage of goods, such as raw materials and finished products, from the point of origin to the point of consumption, ensuring that the required items are obtained in a timely and cost-effective manner to meet the purchasing and logistics requirements of the organization.

Education:

Associates (required)

Bachelor’s Degree (required)

Master’s Degree (optional)

 

EXEMPT STATUS

This is a Non-Exempt position under the Fair Labor Standards Act.

Knowledge:

Mathematical Skills

Advanced Excel Skills

Customer and Personal Service

Computers and Electronics

Administration and Management

Skills:

• Active Learning & Listening

• Critical Thinking

• Verbal & Written Communication

• Resourcefulness

• Anticipate Needs

• Judgment and Decision Making

• Organization & Detail orientation

• Oversight of financial resources

• Oversight of products and services resources

• Time Management

• Strategic Planning

• Monitoring

• Negotiation

• Social Insight

• Troubleshooting

• Administration and Operational processes

• Training & self-learning

• Knowledge of Computers, electronic equipment and software

• Spanish is a plus

 

Purchasing/Logistics tasks:

• Build and maintain close relationships with suppliers, vendors and carriers. Update information.

• Constant follow up with freight forwarders and suppliers once stateside and international purchase orders are placed regarding availability and readiness date for pick-up of products.

• Constant communication with domestic & international carriers to get departure and arrival dates of product.

• Be aware of load capacity and dimensions for consolidated shipments until delivered to the warehouse, keeping ownership informed and resolving any arising issues or complaints while products are being transported.

• Select carriers and negotiate contracts and rates for transportation of domestic and imported products.

• Keep track of quality, quantity, delivery times, transport costs and efficiency. Meet cost, productivity, accuracy, and timeliness targets.

• Receive, review, and confirm invoices sent by suppliers with purchase orders to make sure products, amounts, descriptions, and pricing are correct.

• Review and confirm with carriers the pallet & bottle count on containers are correct to maximize the space usage to make it as cost/space efficient as possible.

• Make sure the Food and Drug Administration (FDA) numbers for each product coming from international suppliers are valid and updated on the system to provide to freight forwarders when needed. Oversee the FDA portal and resolve IT issues promptly to maintain uninterrupted operations.

• Coordinate the labeling and COLAs (Certificates of Label Approval) with suppliers following TTB regulatory guidelines.

• Submit documentation for the registration of labels before the Tax and Trade Bureau (TTB) to obtain Certificate of Label Approval (Colas) of products coming from international suppliers.

• Make sure to have and provide to freight forwarders all the necessary compliance documents (commercial invoice, proforma, SO, FDA number, COLAS, suppliers CBMA ID numbers, suppliers NOP organic import certificates and USDA-certified Importer ID, Importer permit number, etc. for all the incoming products.

• Conduct revision of FORM 7501 for the products arriving from international suppliers, ensure the taxes, customs and tariffs fees are calculated accordingly ensuring accuracy and compliance with customs regulations before the debit of said charges.

• Check and confirm the carrier's invoice charges for the transport costs and communicate them to ownership before accepting the said charges.

• Keep detailed records, generate reports, and develop presentations, when needed to keep ownership/management informed of logistics.

• Maintain a database of suppliers and carriers with all current and updated information.

• Provide weekly updates to the sales team of incoming arrivals from domestic and international shipments to keep them informed about relevant developments and progress.

• Provide daily updates to the sales team of incoming merchandise.

• Calculate gallons of wine and beer received each month and enter information on Alcohol, Beverages & Tobacco electronic website (EDS), in order to calculate the monthly gallonage to pay the state taxes of goods sold.

• Compile & submit mandatory Department of Revenue Annual Sales Report within the proper guidelines and deadlines in a yearly basis.

• Respond to a high volume of e-mails per day via Outlook with courtesy,

• Manage CBMA credits and allocations, ensuring compliance with regulatory requirements and optimizing benefits for our organization.

• Conduct monthly and bi-yearly audits to maintain accuracy and integrity in our records.

• Handle receiving processes with precision to guarantee the quality and timeliness of our inventory.

• Process out-of-state registration renewals and any compliance issues with the DOR, keeping abreast of evolving regulations and adjusting our practices accordingly.

 

Administrative tasks:

• Prepare reports, memos, letters, and other documents, using word processing, excel spreadsheet, database or software.

• Read and analyze incoming memos, letters, submissions, reports, and other documents to determine their significance and plan their execution or distribution.

• Open, sort, and distribute incoming correspondence received via e-mail.

• File and retrieve company documents, records, and reports, while maintaining a high degree of confidentiality in all aspects of day-to-day work.

• Prepare responses to correspondence containing routine inquiries.

• Conduct research, compile data, and prepare reports for consideration and presentation to ownership/management.

• Answer calls with etiquette, directing calls to appropriate parties or taking full messages.

• Provide general administrative support to ownership/management, co-workers, customers, and suppliers.

• Responsible for contacting the software support team in the event of a software error until the error has been rectified.

 

We encourage our staff to:

• Embrace, support and promote the company’s core values, beliefs and culture.

• Comply with all company policies and requirements, especially ethical and professional business practices.

• Represent the company in a positive and professional manner at all times.

• Adhere to business casual dress code, neat and clean appearance.

• Report to work on time and as scheduled.

• Being careful with all company property, including but not limited to equipment, paperwork, products, keys, among others. In regard to the company products/merchandise, please be very careful while handling it to avoid any breakages. Any breakages that happened while handling will be the responsibility of the employee to cover and pay back to the company.

 

Tools and Technology

• Calculators

• Encompass software

• Intuit QuickBooks software

• Desktop computers and screens

• Scanner, printer

• Microsoft Office including Microsoft Word, Excel, and PowerPoint

• Outlook

• Internet browsers

Physical Demands & Weight Requirement

• Regularly spend long hours sitting and using office equipment, computers & screens. Regularly hold the arm and hand in one position or hold the hand steady while moving the arm.

• Occasionally stand, walk, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl. The employee will frequently use hands to finger, handle or feel, will regularly sit, talk and hear.

• Regularly work on repetitive tasks.

• Regularly use headphones or earphones.

• Regularly lift items up to 25 pounds and occasionally up to 50 pounds.

• Position requires continual mental concentration and specific attention to detail.

Company DescriptionTerroir Selections is a boutique-focused, statewide family owned Florida distributor. Our philosophy is based on working with Responsible Farmers(Biodynamic, Organic, and Sustainable) as well as family owned estates. We ship everything in temperature controlled, and refrigerated logistics from the winery to your door. Our warehouse is kept very cool at 64-68 degrees as our belief is to keep the wines as close as possible to their natural state in the cellar. All of our trucks are refrigerated. We currently represent estates from 17 countries including US, Chile, Argentina, France, Spain, Italy, Germany, Austria, Lebanon, Portugal, Japan, Australia, New Zealand, South Africa, Switzerland, Hungary & Greece. We direct import over 100 producers from all over the world and by cutting out the middleman pricing we can save our customers nearly 25% on many of our fine wines from areas such as France, Germany, Spain, China, and Italy. Terroir Selections is our Direct Import Company which we are consistently developing to bring in Fine Wine Estates from around the world and also sell to other states in the US. Our story began in September 2012 after working for nearly 20 years helping to build fine wine companies in Florida, Kyle Greene decided to begin a new venture with his wife Liliana searching out for small family owned estates of the highest possible quality in which their focus was on responsible farming to build the top mid-sized family owned fine wine distributor in Florida With our growth we are consistently striving to provide the best possible service to our clients and supplier partners. Thank-you for for being a partner of the Terroir Selections familyCompany DescriptionTerroir Selections is a boutique-focused, statewide family owned Florida distributor. Our philosophy is based on working with Responsible Farmers(Biodynamic, Organic, and Sustainable) as well as family owned estates. We ship everything in temperature controlled, and refrigerated logistics from the winery to your door. Our warehouse is kept very cool at 64-68 degrees as our belief is to keep the wines as close as possible to their natural state in the cellar. All of our trucks are refrigerated. We currently represent estates from 17 countries including US, Chile, Argentina, France, Spain, Italy, Germany, Austria, Lebanon, Portugal, Japan, Australia, New Zealand, South Africa, Switzerland, Hungary & Greece. We direct import over 100 producers from all over the world and by cutting out the middleman pricing we can save our customers nearly 25% on many of our fine wines from areas such as France, Germany, Spain, China, and Italy. Terroir Selections is our Direct Import Company which we are consistently developing to bring in Fine Wine Estates from around the world and also sell to other states in the US. Our story began in September 2012 after working for nearly 20 years helping to build fine wine companies in Florida, Kyle Greene decided to begin a new venture with his wife Liliana searching out for small family owned estates of the highest possible quality in which their focus was on responsible farming to build the top mid-sized family owned fine wine distributor in Florida With our growth we are consistently striving to provide the best possible service to our clients and supplier partners. Thank-you for for being a partner of the Terroir Selections family

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