Documentation Specialist

Summary

Seed Sales & Purchasing Coordinator documents and coordinates the sale and purchase of seed and grain. You will provide support to customers, company sales representatives, management, freight forwarders, dispatchers, shipping lines, vendors, and government agencies to facilitate the sales and purchasing objective while ensuring accurate accounting relating to billing, distribution and collection of funds.

Reports to

Direct : Sales and Marketing Manager

Indirect: Chief Financial Officer

Essential Duties and Responsibilities

Seed & Grain Sales and Purchasing Documentation

· The timely and accurate preparation of seed and grain purchase and sales contracts

· Import seed documentation and coordination

· Insures that import documentation is in compliance with U.S. government requirements

· Seed and grain purchasing reconciliation

· Grain sales reconciliation

· Seed sales contracts management

· Seed and grain sales order processing and invoicing

· Insures that sales process is in compliance with company and industry quality assurance standards (i.e. ISO, U.S. Customs)

· Issues statistical or detailed reporting for management and customers as requested

· Maintain purchasing and sales files

· Insures customer is provided with excellent service throughout the process including quick response to inquiries and problem resolution

· Scan grain receiving lab results

· Management and coordination of consigned seed inventory

· Customer Claim management

· Export bill of lading instructions

· Packing instructions management

· Collections assistance

· Delivery Schedule Accuracy and Timeliness

· Grower owned seed shipment processing

· Export

o Coordinate most effective and best rate per destination, and different shipping lines and freight forwarders

o Produce booking on the web pages of shipping line, or request bookings from freight forwarder

o Enter information on the booking into 8Star and communication it with dispatch, Long Beach dispatch, production, and sales

o Timely preparation of all required documentation to export seed including, but not limited:

o Packing list

o Bill of Landing Instructions

o Notification of Shipping Intentions

o Help solve any upcoming issue regarding picking up an dropping out the containers to and from the port

o Communication with shipping line/freight forwarders about any changes on the booking thru email or phone call

o Produce the AES# from the ACE (CBP website)

o Produce the insurance for the Sales Order

o Verify the bill of landing document expedite by shipping line

Seed & Grain Sales Assistant

· Supports Sales Representative by creating monthly export reports

· Learn and utilize: Allstar Seed Company (ASC) seed sales module on 8Star

· Assist with marketing intel and marketing strategy implementation

· Maximize customer satisfaction through proactive customer support such as checking priority orders, and claim process

· Support daily communication with customers to ensure quality, quantity and timeframe needs are met

· Assist with addressing customer concerns and questions on the phone

· Assist with coordinating customers visits

· Assist with developing strategic sales plan to identify and solicit potential customers

· Coordinate new customer credit information (initial setup – collect information)

· Assist in developing sales and implement any new procedures necessary to ship to China, Korea, Japan, Taiwan, Mexico, Europe, Saudi Arabia, and Latin America

· Use delivery schedule and booking schedule to verify current sales order status and process

· Attend and participate in team, division and company meetings or other outside business activities (when required)

· Collect and ship product samples to ASC customers (when required)

· Open communication with Sales Representatives and President to discuss price quotations and bids for current and prospective customers

· Arrange customer shipping in accordance with specifications (request logistics information)

· Network with staff from other departments to insure smooth operation and the priority of customer satisfaction

· Monitor market conditions and trends (gather and assist in market intel)

· Maintain, organize and gather sales information

· Comply with written sales order procedures

There may be other duties that are not listed. The list is meant to be a representation of the types of tasks performed.

LVS Seed Certification

· Work with Farm Manager to know which alfalfa seed fields will be certified under CCIA

· Utilizing CCIA website, renew the fields that need to be renewed, and gather the information and add the new fields that will be certified

· Provide CDFA the package of the fields that will be produce a Field Certification of Alfalfa Seed

· Review the information with the AG Commission regarding the fields that will be certified

· Attend meeting with the AG Commission before the season start, to review key points

· Keep file of the certified fields once the result came back

LVS Insurance Seed

· Work with Farm Manager to review and determine fields that will be insured under the Alfalfa Seed Policy and the Hay Rainfall Policy

· Work with the Insurance Policy company to go over the list of the field will be insured under the policies

There may be other duties that are not listed. The list is meant to be a representation of the types of tasks performed.

Requirements

· Must have a valid CA driver license

· Bachelor’s degree with a major in Business or related field and

· 4 years of customer service experience

· Knowledge of world geography

· Ability to work independently with minimum supervision

· Fluently read, write and speak in English

· Ability to lift 25 lbs.

· Must successfully complete and pass all pre-employment checks and applicable tests

Tools

· Calculators or accessories — 10-key calculators

· Copy machine

· Desktop & notebook computers

· Facsimile machine

· Scanning machine

· Telephone

Technology

· ERP software: Commodities Solution Seed Processor Module and Grain Shipper Module

· Scanning software: Scanall Pro, Peladon DocXP

· Electronic mail software: Microsoft Outlook

· Spreadsheet software: Microsoft Excel

· Word processing software: Microsoft Word

Work Activities

· Interacting with Computers: Using computers and computer systems to set up functions, enter data, or process information.

· Getting Information: Observing, receiving, and otherwise obtaining information from all relevant sources.

· Performing Administrative Activities: Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

· Communicating with Supervisors, Peers, or Subordinates: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

· Processing Information: Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

· Updating and Using Relevant Knowledge: Keeping up-to-date technically and applying new knowledge to your job.

· Documenting/Recording Information: Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

· Making Decisions and Solving Problems: Analyzing information and evaluating results to choose the best solution and solve problems.

Required Attributes

· Customer Service: Respond promptly to staff needs; solicit supervisor feedback to improve service; meet commitments on time.

· Oral and Written Communication: Ability to read, write and speak clearly and informatively; respond well to questions.

· Teamwork: Perform variety of tasks independently while contributing to team environment; build positive team spirit; put success of team above own interests.

· Planning/Organizing: Prioritize and plans work activities; use time efficiently; follow goals and objectives.

Establishing and Maintaining Interpersonal Relationships: Developing constructive and cooperative working relationships with others, and maintaining them over

EOE M/F/D/V

Job Type: Full-time

Pay: $17.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Health insurance
• Life insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $17 - $22