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
  • Checking a Purchase Order and making a Sales Confirmation or Proforma Invoice;
  • Drafting a commercial contract under P/O or P.I;
  • Checking and modifying a commercial contract prepared by the customers;
  • Writing emails to push payments from customers (to open L/C, or transfer money for T/T advanced ...);
  • Checking the content of an L/C from the Notifying bank.

Sample issues:

  • Emailing to discuss with customers about the samples;
  • Emailing to pust customers for approved samples;
  • Implementing to open an AWB through FedEx, DHL courier... to send samples;
  • Co-operating with production team to make samples for approval;
  • Making a Sample Follow-Up File.

Vessel booking

  • Contacting with shipping lines or freight FWD to check freight and book containers/vessel;
  • Checking a Booking Note; deal with the shipping lines to amend Booking Note;
  • Asking the buyer to send S/I, checking the S/I;
  • Following up the Freight Statement from freight forwarders or shipping lines;

Arranging the insurance for cargo (if any);

  • Reading a Quotation of Insurance Fee;
  • Filling a Application Form for Insurance;
  • Checking a Certificate of Insurance;
  • Preparing a set of documents for claim to insurance company.

Work with production team, inspection party, fumigation company, local transportation agency before loading date

  • Co-working with domestic transportation agency to arrange vehicles picking up containers;
  • Making a Production Order;
  • Following up packaging
  • Co-working with inspection party, fumigation company, and production team to arrange the working schedule;
  • Emails to resolve issues arising before and during and after loading date: related to trucking agency, picking-up empty containers, bad quality of goods, lack quantity of goods, bad packaging...
  • Prepare a Loading/Inspection Report to report on goods to customers;
  • Emails to push payment in advance from customers before ETD date (if any);
  • Arranging of a Details of B/L, and VGM declaration to the shipping company;
  • Checking draft B/L and confirm B/L;
  • Preparing a whole draft document set, check draft docs and send them to customers;
  • Preparring a Authorization to FWD agency for taking original B/L from shipping lines;
  • Tracing and tracking the voyage of a shipment on some websites;
  • Emails to push payment before releasing goods/sending original documents (if any);
  • Checking a Banking Slip from buyer's bank

Tasks on arrival date of goods

  • Checking payment from customers before releasing goods;
  • Co-working with the relative parties to release the shipment in case of using B / L surrendered or SWB; or checking and sending original documents to customers;
  • Emails to resolve the complaints from customers regarding the quality, quantity of the goods;
  • Following-up the deferred payment (if any).

Other tasks

  • Supporting sales staff to arrange a visit from customers to factory; to prepare a Sales Report...
  • Create a file of whole CONTRACT EXECUTION FOLLOW-UP from the the date of contract to payment accomplishment;
  • Create a file of PAYMENT FOLLOW-UP.

How to arrange the below docs under T/T, D/P-D/A, CAD and Documentary Credit payment term.

  • Invoice
  • Packing List
  • Certificate of Quality/Quantity and Weight/Tally Sheet
  • Certificate of Origin
  • Bill of Lading
  • Certificate of Fumigation
  • Certificate of Phytosanitary
  • Health Cert, Nutrition Cert…
  • Certificate of Insurance
  • Bill of Exchange
  • Export and Import licence
  • Making an Purchase Order (of a Sales Confirmation or Proforma Invoice);
  • Drafting a commercial contract under P/O or P.I;
  • Checking and modifying a commercial contract prepared by the seller;
  • Emailing to explaint about late payments to seller (to open L/C,  or transfer money for T/T advanced ...);
  • Making a Application Form to request L/C issuance and checking the content of an L/C from the Opening bank.

Sample issues:

  • Emailing to discuss with seller about the samples;
  • Emailing to push seller to send samples;
  • Co-operating with leader to make decision on final/approved samples;
  • Make a Sample Follow-Up File.

Vessel booking

  • Contacting with shipping lines or freight FWD to check freight and book containers/vessel;
  • Checking a Booking Note; deal with the shipping lines to amend Booking Note;
  •  Preapring and sending S/I to seller;
  • Following up the Freight Stament from freight forwarders or shipping lines;

Arranging the insurance for cargo (if any);

  • Reading a Quotation of Insurance Fee;
  • Filling a Application Form for Insurance;
  • Checking a Certificate of Insurance;
  • Preparing a set of documents for claim to insurance company.
  • Emails to resolve issues arising from Seller before and during and after loading date: related to trucking agency, picking-up empty containers, bad quality of goods, lack quantity of goods, bad packaging...
  • Checking a Loading/Inspection Report to report on goods from Seller;
  • Emails to explain the late payment in advance to seller before ETD date (if any);
  • Checking draft B/L and confirming B/L;
  • Checking a whole draft document set;
  • Preparring a Authorization to FWD agency for taking original B/L from shipping lines;
  • Tracing and tracking the voyage of a shipment on some websites;
  • Emailing to explain about late payment before releasing goods/sending original documents (if any);
  • Co-operate with accounting team to arrange the payment and inform bank slip to seller.

Tasks on arrival date of goods

  • Checking a Note of Arrival;
  • Emailing to ask seller to release the shipment in case of using B/L surrendered or SWB; or to send original documents;
  • Following-up and arranging the deferred payment (if any).
  • Co-work with logistic team to proceed customs declaration and pick-up the cargo
  • Controlling of using free time at POD;
  • Checking quality and emailing to complain to seller regarding the quality, quantity of the goods;
  • Co-operate with domestic sales team or production team to proceed business after that.

Other tasks

  • Supporting purchasing staff to arrange a visit from seller to office; to prepare a Purchasing Report...
  • Create a file of whole CONTRACT EXECUTION FOLLOW-UP from the the date of contract to payment accomplishment;
  • Create a file of PAYMENT FOLLOW-UP.

How to check the below docs under T/T, D/P-D/A, CAD and Documentary Credit payment term.

  • Invoice
  • Packing List
  • Certificate of Quality/Quantity and Weight/Tally Sheet
  • Certificate of Origin
  • Bill of Lading
  • Certificate of Fumigation
  • Certificate of Phytosanitary
  • Health Cert, Nutrition Cert…
  • Certificate of Insurance
  • Bill of Exchange
  • Export and Import licence
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