Administrative Controller: Imports

Job Advert Summary

The Administration Controller – Imports is responsible for the end-to-end coordination and management of the import supply chain. The role ensures consignments are shipped, cleared, and delivered within agreed timeframes while minimising financial risk and operational delays.

Minimum Requirements

• Relevant experience in import administration, logistics, or supply chain coordination.
• Strong understanding of customs processes and documentation.
• Good financial acumen and attention to detail.
• Logistics & Order Management.
• Financial Management & Cost Control.
• Compliance & Process Management.
• People, Teamwork & Continuous Improvement.

Duties and Responsibilities

Logistics & Order Management:

• Ensure on-time and in-full delivery of all import shipments.
• Coordinate order processes between international suppliers and local branches.
• Monitor vessel and flight schedules, liaising with clearing agents and freight forwarders.
• Communicate shipment status updates and ETAs to relevant business units.
• Review and maintain weekly shipment status reports and correspondence logs.

Oversee Import functions:

• Maintain PO's in foreign currency and request approvals.
• Load supplier payments and send for approval.
• Ensure all consignments received and costed to relevant BU's.
• Ensure supplier invoices are paid.
• Capture and update foreign Supplier payments schedule, including updating forex rates on TMS.
• Create and maintain Ship files.
• Knowledge of Global Trade Systems (GTS).

Financial Management & Cost Control:

• Ensure accurate cost management and timely financial processing.
• Ensure timely and accurate preparation of landed cost calculations.
• Process imports payment requests promptly.
• Reconcile freight charges, duties, and related costs against agreed contracts and tariff classifications.
• Proactively manage and minimise demurrage and detention exposure.
• Understanding of foreign exchange (forex) exposure and its impact on import costs.

Compliance & Process Management:

• Maintain full compliance with import regulations and internal controls.
• Verify all import documentation to ensure smooth customs clearance.
• Manage and maintain all Port of Entry documentation, including Bills of Lading, Commercial Invoices, and Packing Lists.
• Ensure all required regulatory documents (e.g. Veterinary Certificates, Health Certificates, Department of Agriculture permits) are valid and complete for each consignment.
• Maintain accurate, audit-ready filing systems (digital and/or physical).
• Support monthly internal audits, including post-clearance reviews.

People, Teamwork & Continuous Improvement:

• Promote collaboration, capability development, and process efficiency.
• Foster effective cross-functional collaboration with procurement, logistics, and branch teams.
• Train, mentor, and support junior staff members.
• Ensure timely sharing of shipment information to support operational planning.
• Identify and implement process improvements, including tracking tools and digital filing systems.