Documentation Controller

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Job Description

Duties & Responsibilities :


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


To 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 LCL documentation KPI’s
Minimum annual volume of 600 containers complexity dependent