Documentation Controller
Persona Staff
- Stellenbosch, Western Cape
- Permanent
- Full-time
- Grade 12 (Essential)
- Diploma in Shipping, Clearing and Freight Forwarding, Distribution and Logistics Business Management or related field (Desirable)
- A minimum of 2-years' experience in Freight Forwarding and Logistics experience (Preferably export related)
- After hours availability is essential
- Ability to identify the needs in the team and assist where needed
- To have working knowledge of Google Workspace / Excel / Inttra
- To have the ability to read and interpret shipping documentation
- Resilient with the ability to work under pressure and meet daily, weekly and monthly deadlines
- Strong organisational and communication skills to manage workload and prioritise
- Attention to detail and accuracy
- Fast learner in internal and external computer systems and processes
- Ability to work with multiple key stakeholders both internal and external in dynamic industry changing environment
- Open files on systems and upload supporting documentation
- Accurately capture consignee instructions on systems
- Ensure that final file covers are received from the Ops team before vessel sailing
- Shipping instructions are submitted to the shipping lines as per the deadlines
- Prepare, process and submit PPECB's, Phyto's, Certificate of Origins, Cargo Dues, Eur 1's, Form A's within the required timeframes. In accordance with required legislation
- Ensure that the client updates that shippers, contacts and instructions on systems and guide clients when needed
- Ensure that completed documents are available on systems
- Systems are updated and accurate at all times
- Relevant additional comments are made on systems. E.g costs / delays
- Complete additional invoices information / comments / requests or Form 7's within 30 days of vessel departure
- Inform Line Manager of any documentation or client issues immediately and to flag the necessary with relevant departments
- Liaise with clients to ensure all required documents and information are received to process documents accordingly for the clients' shipments
- Interact and communicate with 3rd party service providers such as but not limited to- shipping lines, Customs, PPECB, Chambers and DHL to complete documentation processes for our clients by managing exceptions with regard to queries
- Perform all duties in line with the companies documentation KPI's
- Minimum annual volume of 600 containers complexity dependent