Import Coordinator/Administrative Assistant

4 weeks ago

Fort Lauderdale, United States Terroir Selections Full time
Job DescriptionJob Description

Purpose:

Provide high-level administrative support by conducting research, preparing all kind of reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Logistics tasks:

  • Build and maintain close relationships with suppliers, vendors and carriers.
  • 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 the Director of Operations 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 as requested by the company 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.
  • 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, among others), also to provide them with licenses, importer permit, etc. for all the incoming products.
  • When the products are coming from international suppliers, ensure the taxes, customs and tariffs fees are calculated accordingly and accurately.
  • Once carriers send invoices for the transportation fees, review and confirm charges are correct and discuss with Director of Operations in order to process payment.
  • Processing of payments to suppliers, carriers, and customs fees, once approved by Director of Operations.
  • Keep detailed records, generate reports, and develop presentations, when needed to keep management informed of the logistics.
  • Maintain a database of suppliers and carriers with all current and updated information.
  • Inform the sales team of incoming arrivals.
  • Calculation of 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 sold goods.
  • Filing of mandatory Department of Revenue Annual Sales Report within the proper guidelines and deadlines.
  • Depletions reports
  • Respond to a high volume of e-mails per day via Outlook

Administrative tasks:

  • Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Read and analyze incoming memos, letter, submissions, reports and other documents to determine their significance and plan their distribution.
  • Open, sort, and distribute incoming correspondence received via mail or e-mail.
  • File and retrieve company documents, records, and reports, while maintaining high degree of confidentiality in all aspects of day-to-day work.
  • Greet visitors and determine whether they should be given access to specific individuals or areas.
  • Prepare responses to correspondence containing routine inquiries.
  • Make travel arrangements for executives, co-workers, suppliers or customers when needed.
  • Conduct research, compile data, and prepare reports for consideration and presentation to Management.
  • Answer phone calls and direct calls to appropriate parties or take complete messages.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • Prepare agendas and make needed arrangements, such as coordinating food for meetings.
  • Provide general administrative support to Management, co-workers, customers, and suppliers.
  • Adhere to dress code, appearance is neat and clean.
  • Report to work on time and as scheduled.
  • Represent the company in a positive and professional manner at all times.
  • Embrace, support and promote the company’s core values, beliefs and culture.
  • Comply with all company policies and requirements, especially ethical business practices.
  • 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 responsibility of the employee to cover and pay back to the Company.

Job Type: Full-time

Benefits:

  • 401(k)
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift

Ability to commute/relocate:

  • Fort Lauderdale, FL 33309: Reliably commute or planning to relocate before starting work (Required)

Experience:

  • Logistics: 1 year (Required)
  • Customer service: 1 year (Required)
  • Organizational skills: 1 year (Required)
  • Administrative experience: 1 year (Required)
  • Inventory control: 1 year (Required)

Work Location: One location

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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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