Intensive training on Contract Administrative Assistant

To become an excellent administration & customer service staff with 40 studying hours

TRAINING PROGRAM FOR CONTRACT ADMINISTRATIVE ASSISTANCE/MERCHANDISING

1. Users of training program

  • Trainees who are working in import and export field wish to learn more deeply about contract administrative assistance or mechandising;
  • Trainees who have got a basic knowledge of foreign trade or/and having participated in the General Foreign Trade Techniques Course at SIMEX Center, now wishing to take more intensive courses on contract administrative assistance or mechandising;
  • Trainees who are final-year students in business and trade management at colleges/universities wish to access practical work;
  • Managers who wish to supervise the work of employees, to serve the administration requirements in Sales Dept.

2. Training Purpose

  • Trainees can deeply understand how to execute an order from customers;
  • Trainess can handle and thoroughly solve the specialized issues in implementation a contract in international business;
  • Trainees can confidently apply to the recruiter for administrative job positions.
CONTENT OF TRAINING PROGRAM

Exporter's job:

  • How to Check a Purchasing Order/Proforma Invoice;
  • How to check/draft a contract;
  • How to review and amend a contract prepared by a buyer;
  • How to draft Invoice - Packing List according to international standards.

Importer's job:

  • How to compose a Purchasing Order/Proforma Invoice;
  • How to review/draft a contract;
  • How to check and amend a foreign trade contract prepared by a seller;
  • How to check Invoice - Packing List.

Exporter's job:

* How to check shipping schedule

* How to ask for freight rates and deal with Forwader/Shipping Lines

  • Practice in English: email and call asking for charges

* Track Booking Note

  • Practice: reading, checking and detecting errors of a Booking Note;
  • Practice: get Booking directly on the website of the shipping line.

* Follow up and prepare Cut-offs S/I - VGM - Doc - C/Y

  • Practice: write emails urging customers to send Shipment Advice;
  • Practice: drafting and submitting the S/I to the shipping line's website;
  • Practice: drafting and submitting the VGM to the shipping line's website;
  • Practice: check the content of the draft B/L and get the official B/L on shipping lines' website;
  • Practice: follow-up and ask for extension of C/Y cut-off and other cut-offs;
  • Practice: ask for more free time for DEM - DET with FWD or shipping lines;

* Get the Bill of Lading

  • Practice: make an Authorization for freight payment/Get original B/L/Telex Released;
  • Manage freight charges with forwarder/shipping line.

* Shipment tracking

  • Practice: tracking the journey of a shipment in interntaional transportation

Importer's job:

* How to check shipping schedule

* How to ask for freight rates and deal with Forwader/Shipping Lines

* Track Booking Note

* Coordinate to help exporters prepare Cut-offs S/I - VGM - Doc - C/Y

* Shipment tracking

* Get D/O - release goods

  • Practice: read a Notice of Arrival
  • Practice: make an Authorization for FWD to pay freight and get D/O;
  • Manage freight debt with forwarder/shipping line.
  • Handling DEM - DET issues with forward/shipping lines

Exporter's job

* Sample management

  • Practice: write an email to discuss with the customer about the sample;
  • Practice: email to push customers to approve product samples;
  • Practice: declare AWB via Fedex, DHL… to send samples;
  • Practice: write an email to confirm the sample making with the factory;
  • Practice: make a sample management file;

* Working with the factory to process orders and stuff goods

  • Practice: compose a Production Order.
  • Coordinate with related parties to track packaging and raw materials.
  • Send and track customer's packaging approval

* Working with surveying agency and trucking house

  • Practice: write an email to schedule an inspection with the inspector and the factory;
  • Practice: write email to schedule fumigation with fumigation company and factory;
  • Practice: write an email to order a truck with a trucking company;

* Insurance Coverage for shipment (if any)

  • Practice: write an email to ask for insurance coverage for the shipment;
  • Practice: fill out an Insurance Application Form;
  • Practice: check an Insurance Certificate;
  • Practice: prepare a set of documents to claim insurance;

Importer's job:

* Sample management

  • Practice: write an email to the supplier about the sample;
  • Practice: email to push suppliers to send samples;
  • Practice: tracking AWB through software of Fedex, DHL... to track samples;
  • Practice: make a sample tracking file;

* Ask the seller to update the goods production progress and packing/shipping status

* Strict control of third-party inspection work.

* Insurance Coverage for the shipment (if any)

Knowledge Consolidation:

  • Payment process by each method: T/T; Documentary Credit (L/C); Collection (D/A-D/P); CAD…
  • Document negotiation process in Collection and Documentary Credit payments;
  • Practice: compose a file to manage the entire job of order management.

Exporter's job:

  • Practice: write an email to push payment;
  • Practice: read, understand and check the contents of an L/C;
  • Practice: drafting a Bill of Exchange;
  • Practice: tally and prepare a full set of shipping document;
  • Practice: compose a file to manage debts and payments;

Importer's job:

  • Practice: write an email to explain the late payment;
  • Practice: write an email to push the supplier to send original documents or release the goods;
  • Practice: fill out an Application Form for L/C Opening;
  • Practice: checking shipping documents (draft and original);
  • Practice: compose a file to track debts and payments;
  • How to hide prices and partner information on Commercial Invoice;
  • How to hide information about partners Packing List;
  • How to Switch B/L;
  • How to switch Insurance certificate and other certificates;
  • How to adjust C/O in tripartite business;
  • How to use transferable L/C and back to back L/C in tripartite business;
  • How to prepare documents in the payment of documentary credit (L/C) to avoid discrepancy charge.
  • How to hide prices and partner information on Commercial Invoice;
  • How to hide information about partners Packing List;
  • How to Switch B/L;
  • How to switch Insurance certificate and other certificates;
  • How to adjust C/O in tripartite business;
  • How to use transferable L/C and back to back L/C in tripartite business;
  • How to prepare documents in the payment of documentary credit (L/C) to avoid discrepancy charge.
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