Our client, a leading company who specializes in freight forwarding documentation for fruit exports is looking to appoint a Document Controller to join their team based in Stellenbosch, Western Cape.
REQUIREMENTS:
- Matric Certificate
- Diploma/Degree in clearing and forwarding, alternatively adequate industry work experience
- Minimum 3 years' experience in a similar role.
- Industry training of export documentation requirements
- Understand PPECB/DALRRD/Ecert/Titan certification process
- Knowledge of documents required for all import markets
- Knowledge of shipping line SI/BOL process and terms
- Good understanding of export protocols - e.g. CBS, FMS, FFMS
- Good understanding of product coding structures
- Must be able to work under pressure, good time management and attention to detail
- Good understanding of IT systems used to generate export documentation (QX documentation module / Ship shape / Ports online /Ecert/Chambers of Commerce)
Duties & Responsibilities:
Pre-season planning and preparations
Mandate letters (COO/SARS)
- Ensure all customers have mandate letters. Save copies of the mandate letters on the network
APE registrations
- Get all qualified clients APE registered. Save APE approvals on the network
Documentation Process:
Documentation Instructions
- Maintain in-season accuracy and integrity (Logs to update on QX annually prior to season/prior to first shipment
SI
- Submit SI's to shipping lines
Addendums
- Submit Titan via QX to PPECB
Cargo dues
- Submit cargo dues via Shipshape. Within 2 days from ATD
Mates receipt / Packing list
- Mates receipt to consignee / receivers within 2 days of ATD
SAD500
- Generate commercial invoice where required to submit SAD500. SAD500 to be completed within 5 days from ATD
COO
- Submit online COO applications if applicable
- Cargo dues + SAD500 to be submitted to shipping lines to receive release on OBL / SWB
Bill releases
- Retrieve drafts (PPECB EC / Phyto / COO / Bills / SAD500) from necessary platforms. Check and approve prior to submitting to clients for approval. As per documentation instructions, check if drafts are to be sent to customers prior to submitting
Draft/Final documents
- Draft/Final documents to be checked and approved by necessary parties to courier as instructed. Save documents on network.
Final documents / Courier
- Courier/Electronic Release/Delivery no later than 5 days prior to ETA
Cost management
Documentation job card - copies and invoice copies
- Ensure correct number of documents are ticked/indicated in QX to enable correct recovery of costs from clients
- In event of extra-ord-ordination/additional costs being incurred, incident log to be completed indicating type of cost and accountable party from which such cost should be recovered.
- Enable Finance and Cost Accounting to process costs correctly.
- Minimize extraordinary costs payable by Forwarding Division
- < R1000 per 500 shipments
Desired Skills:
- Freight Forwarding
- Document Contoller
- Document Control
Desired Work Experience:
