Purchasing Assistant, Pasay

Manage data for company international shipments and provide support for many steps of the transportation process. Work with customs agents, warehouse staff, shipping companies, and clients. Help with shipping, receiving, and record keeping for international transactions and verify that all documentation adheres to import-export policies and laws.

PRIMARY

1. Responsible for the movement of companys goods from another country, ensuring the

transit and delivery is made on time and liaise regularly with overseas offices, partners or

agents.

2.   Responsible for arranging and completing all associated paperwork, which documents

the nature of the goods being imported from abroad and that they are legal and legitimate.

3. Responsible for checking import quotas, tariffs, trade agreements and Customs regulations.

4.  Establish contacts and relationships with Customs to ensure efficient transfer of goods

through the legal process.

5. Manage deadlines and difficult situations and negotiate with clients in order to be able to

meet timescales.

6.  Track shipments and communicate with clients about the shipments progress.

7.  Coordinate shipping with customs agents for clearance on overseas deliveries.

8.  Provide efficient delivery logistics through data management.

9.  Identify shipments, collect data, and register packages with government agencies.

SECONDARY

1.   Deal with quotes from prospective shippers and handle claims with insurance companies

if any shipment problems happen to occur.

2.   Fill out import documentation, compile carrier and route assignments, compute

international fees for each shipment, and keep track of shipment payments and quotas.

3. Assist in the origin of shipment approvals

4.  Maintain open relationship with buyers

5.  Scan all Import documentation

6. Perform general office clerical duties such as making and setting up file folders

7. Maintain spreadsheets and records.

1.     Strong administrative skills and is much organized.

2.     Good communication skills, both written and verbal

3.     Customer service, negotiation and numeric skills

4.     Demonstrated working knowledge of AI tools applied to research, analysis, reports and

action planning. (Chatgpt, Gemini, Claude, etc.)Must be familiar with computer software

programs eg Microsoft Office, Excel, etc. 

5.     Knowledge or experience in the following areas is desirable: customs documentation and

procedures, warehouse, office and transport procedures, shipping and flight schedules,

freight tariffs and rates, ability to raise and complete documentation

6.     Outgoing and friendly, and commercially aware.

7.     Detail-oriented, efficient, values time lines/deadlines, and can work independently

8.     One (1) to two (2) years proven experience as an Import Clerk is preferable, but a

background in administration may be acceptable.

9.     Graduate of any four-year (4) year course (Graduate of Business Course is a plus)

10.  Must be familiar with the legal requirements regarding importing shipments