1. Order Entry & Processing

Receive order details and instructions from the Territory Manager (TM)
including product codes, buy & sell prices, FX rates, delivery points, and
ETD/ETA dates.
Accurately enter all orders into Pronto (company ERP/software system) and
issue Purchase Orders (POs) and Sales Confirmations to relevant suppliers
and customers
Copy the TM on all correspondence; documents to be verified by the TM for
accuracy before being sent externally.
Organise all logistic components of an order from receipt through to
despatch.
Process Goods Receiving, Export Declaration Numbers (EDN), Request For
Permits and send pre-alert documents to freight forwarders (CT
Freight/Others).
Proactively identify and correct errors in orders before documents are sent to
customers.
Maintain two-way communication with the TM throughout the order lifecycle.

2. Freight Rate Management

Update and maintain the freight rate master files and store on Mulwarra share
drive on a quarterly basis.
Liaise directly with shipping lines to obtain and negotiate current sea freight
rates.
Advise the TM on freight options and recommended freight solutions.
Check flight ETAs and transit times to ensure they meet customer
requirements.
Coordinate international and domestic freight bookings with CT Freight and
other providers.

3. Supplier & Customer Coordination

Chase suppliers and packers for outstanding paperwork via email and phone;
escalate to TM only when contact cannot be made or a delivery is at risk of
delay.
Notify customers promptly of any shipment delays and provide updated
delivery dates.
Check country-specific import requirements and verify that third-party
establishments and plant EST numbers are approved for relevant markets (e.g.
Middle East region).
Assist with product registration processes for new countries, in conjunction
with the TM.

4. Export Shipping Documentation

Coordinating all export documentation using Impex Docs and Pronto.
Preparing and managing Health Certificates for meat export.
Preparing Certificates of Origin.
Preparing and coordinating Halal Certificates.
Liaising with suppliers and shipping lines for all Indonesia-bound cargo.
Ensuring all export documents are accurate, complete, and distributed to the
appropriate parties prior to shipment.
Follow and check Document Management checklist for each order.

DOCUMENTATION AND ORDER ENTRY OFFICER