Purchasing Administrative Assistant

Duties & Responsibilities:

Shipping Documentation & Coordination

• Prepare, review and log shipping documents (commercial invoices, packing lists, bills of lading, certificates of origin, etc.) for customs brokers.
• Ensure compliance with customs regulations, export/import requirements, and company policies. (Caricom rules of Origin, Hs Codes)
• Track and monitor shipments to ensure timely delivery and minimise shipping cost (demurrage/port rent).
• Liaise with freight forwarders, shipping lines, and customs brokers to ensure smooth transfer of information and customs clearance.
• Prepare Summary expenses for Imported shipments
• Update customs book daily (Mandatory)
• Liaise and organise with Hauler, AU Custom Officer, Custom Brokers for timely handling of imports
• Complete summary expense or Landed Cost sheet for new shipment (Freight, LHC, THC, Demurrage, port rent)

Administrative Support

• Maintain accurate records of shipments, freight costs, and related documentation.
• Prepare Non-inventory Purchase order (stationeries, consumables, services) and send to the supplier
• Order Stationery and pre printed books 
• Receive and record all samples ordered by the Procurement department and deliver to the relevant department
• Update internal systems with shipment status and relevant information (Shipment to Clear sheet, Import/Export Log, Hauler's expenses)
• Assist with preparing reports for management on Procurement/shipping activities and costs.
• Manage correspondence and communication related to Procurement/shipping operations.
• Confidential Letters, Memorandums
• Monthly Department Reports
• Quotation Requests
• Customs Return Report
• Application for Minister's License
• Letter of Credit
• Risk Management assessment report as it relates to shipping/supply chain activities
• Meet with local suppliers and printers to negotiate the best terms and prices for non-inventory items, stationary, canteen supplies and printed forms.

Coordination & Communication

• Communicate shipment details to internal teams (Sales, Procurement, Warehouse, etc.) via Shipment to Clear log.
• Follow up with suppliers and customers on delivery schedules and shipping instructions.
• Support problem-solving related to shipment delays, discrepancies, or documentation errors.
• Assist the Material Coordinator with follow up calls to the supplier.
• Weekly review, update and close orders in the Purchase Order file with GRN for non-inventory items. Inform respective departments of the status of their pending orders.

General Office Duties

• Maintain organized filing systems (physical and digital) for shipping documents.
• Maintain and update petty cash or expense reporting related to shipping/supply chain activities.
• Perform and provide all administrative support to the Procurement/Shipping/Inventory team as required.
• Manage correspondence and communication related to Procurement/shipping operations.
• Confidential Letters, Memorandums
• Monthly Department Reports
• Quotation Requests
• Customs Return Report
• Application for Minister's License
• Letter of Credit
• Risk Management assessment report as it relates to shipping/supply chain activities

General Duties

• Undergo any job-related training required by the company;
• Performs other related tasks and responsibilities as required by the CFO/Procurement Manager;
• Conforms to all established departmental & company policies, procedures & objectives, fulfils the requirements of CGA Ltd.’s SQF Program including but not limited to GMPs, PPE, HACCP, food safety & HSE site protocols.

Knowledge, Skills & Experience:

• Minimum of a Degree in Business Administration, Logistics and Supply Chain Management, CIPS Level 4 (or equivalent work experience).
• 5-6 years of experience in shipping, logistics, or administrative roles. Knowledge of Local Customs/ Port System is an asset
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Knowledge of shipping documents, Incoterms, and customs requirements (preferred).
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Familiarity with ERP or shipping/local customs & port software is an asset. Experience in a manufacturing environment would be as asset.
• Ability to multitask and work under tight deadlines.