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Administrative Assistant

Job Title: Administrative Assistant
Contract Type: Contract
Location: Stafford
Information Technology
Salary: Negotiable
Start Date: ASAP
Duration: 6 months
REF: 12170
Contact Name: Lilian Wilkes
Contact Email:
Job Published: about 2 months ago

Rubicon Consulting is currently recruiting for a Administrative Assistant on a 6 month contract basis based in Stafford


Responsibilities of the Administrative Assistant:-


  • Preparing and arranging for the shipping of Customers orders for overseas in accordance with Customers instructions and letters of credit.
  • Ensuring that correct documentation is raised to achieve payment without delay.
  • Preparing and raising of company’s sales invoices in the style and currency to achieve Customs clearance and payment.
  • To despatch the goods on the date specified on the order acknowledgement.
  • Limitations include scheduling of multiline orders which must be carried out correctly by contracts dept. and the ability of the production department to meet the production finished dates.
  • Matching import entries received from HRMC with the clearance instructions given to the broker.
  • Providing Forwarding agents with clearance instructions for goods imported into the UK
    General Admin: Updating Spreadsheets, Filing, Scanning
  • Reading Customers orders and letters of credit to determine required method of packing, despatch, Terms of payment, Delivery address, case markings, documentary & delivery requirements and distributing documents accordingly.
  • Checking Worklist daily for items, quantity, and order status
  • Create picking lists and shipping documents from SAP System and where necessary edit to suit customer requirements.
  • Raising export sales and freight and insurance invoices.
    Raising Company Freight Insurance invoices on SAP (Billing).
    Create and amend Billing documents
  • Distributing documents accordingly
  • Arranging Insurance cover where appropriate
  • Answering Customer queries either directly or by reference to Sales & Services/Contracts.

Requirements of the Administrative Assistant:-

Umberella companies only - No LTD - Must be comfortable completing a DBS

  • Knowledge of Import / Export procedures
  • A knowledge of customs regulations, export documentation and import regulations of overseas countries.
  • Knowledge of Imports of repairs under IPR
  • Knowledge of Incoterms “INCOTERMS 2010”
  • Computer literacy in SAP , word, excel and Outlook e-mail systems.
  • Good telephone manner.
  • Ability to cope under heavy workload in a high intensity pressured environment.
  • Positivity & flexibility are key requirements.


Our Company

Rubicon Consulting is a Talent management consultancy which helps you to optimise business performance and competitive advantage by choosing the right people first time!


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