Job Description

What this role covers

We are hiring an Import Coordinator to support the onboarding process at our UK client, ensuring client information and documentation are received, checked, recorded, and processed accurately and efficiently. Reporting to the Customs Manager, this role will play an important part in supporting internal teams and clients by maintaining organised records, completing accurate data entry, managing documentation, and assisting with client communications.

The ideal candidate is highly organised, detail-oriented, and methodical, with strong written and verbal communication skills. They should be comfortable handling confidential client information, checking documents for accuracy and completeness, managing multiple administrative tasks, and working to deadlines. The successful candidate will be proactive, reliable, and able to work independently while collaborating effectively with internal teams.

Key Responsibilities

Client Onboarding & Documentation:

Support the client onboarding process by ensuring all required information and documentation are received and correctly recorded.
Review and validate onboarding documents, including passports and company documentation, ensuring they are current, complete, and meet internal requirements.
Identify missing, expired, or incorrect documentation and follow up with clients or internal stakeholders to obtain the necessary information.
Ensure onboarding records are accurate and maintained in accordance with internal procedures.

Data Entry & File Management:

Accurately enter client and onboarding information into internal systems.
Maintain data integrity, consistency, and accuracy across all records.
Rename, organise, and file documents in accordance with internal naming conventions and procedures.
Upload reports and supporting documentation to relevant systems.
Ensure documents are correctly stored, accessible, and maintained with appropriate version control.

Client Communications & Support:

Communicate professionally with clients via email to request outstanding documentation and provide onboarding updates.
Confirm completion of onboarding requirements and communicate any outstanding actions.
Respond to basic client queries relating to the onboarding process in a timely and professional manner.
Maintain clear and accurate records of client communications, follow-ups, and actions taken.

Administrative Support & Process Management:

Ensure onboarding and administrative tasks are completed accurately and within agreed timeframes.
Manage multiple tasks simultaneously while maintaining a high standard of accuracy and organisation.
Work closely with internal teams to ensure onboarding activities run smoothly and efficiently.
Follow established internal procedures and processes.
Identify and escalate documentation issues, delays, or other concerns to the appropriate team members.

Required Qualifications:

Strong attention to detail and a high level of accuracy when handling documentation and entering information.
Excellent written and verbal communication skills.
Ability to manage multiple tasks simultaneously and consistently meet deadlines.
Highly organised, with a structured and methodical approach to work.
Ability to work independently, take responsibility for assigned tasks, and use initiative when resolving routine issues.
Ability to work effectively as part of a team and communicate with internal stakeholders.
Professional and courteous approach to client communications.
Ability to handle client information and documentation responsibly and confidentially.

Preferred Qualifications:

Previous experience in an administrative, onboarding, or client support role.
Experience handling client documentation and maintaining organised electronic records.
Familiarity with document verification and checking processes.
Exposure to compliance-related administrative procedures.
Experience communicating with clients via email and following up on outstanding information.
Familiarity with internal business systems, databases, and document management platforms.

Required Skills & Tools:

Client onboarding and administrative support.
Document checking, validation, and verification.
Reviewing passports and company documentation.
Accurate data entry and record maintenance.
Electronic document management and file organisation.
Document naming conventions and version control.
Uploading reports and documentation to internal systems.
Professional written and verbal communication.
Client email correspondence and follow-ups.
Managing multiple administrative tasks and priorities.
Strong attention to detail and numerical and written accuracy.
Time management and ability to meet deadlines.
Ability to follow internal procedures and processes.
Problem identification and escalation.
Ability to work independently and collaboratively.
Professional handling of confidential client information.

Schedule & Pay:

Full-Time position; Monday - Friday UK/Central European time (10 AM - 6 PM South African time).
Fully remote role for a European company
Pay ranges from R14,000 - R18,000 per month.
Annual raises and confirmed holidays.

System Requirements:

Internet speed of at least 20 Mbps.
Computer with a 2.4 GHz processor or higher.
8 GB of RAM or higher.
Windows 10 or newer, or Mac OS X 10.10 or newer.
HD 720p webcam.
Headset with a microphone.

Benefits:

Fully remote work from South Africa.
Consistent full-time schedule.
Work alongside internal teams dealing with international clients.
Work directly with the Customs Manager in an established organisation.

If you are an organised, detail-oriented, and reliable individual with excellent communication skills and a passion for administrative accuracy, join our team as an Import Coordinator and play an important role in delivering a smooth and efficient client onboarding experience!