Assistant Shipping Controller / Personal Assistant

SUMMARY:
Role Overview
Our client is seeking a highly organised, detail-driven and operationally strong Assistant Shipping Controller / Personal Assistant to support end-to-end export and import administration, shipment coordination, financial documentation, and provide dedicated PA support to the Sales Director. The successful incumbent will act as a key link between internal departments, international clients and shipping partners to ensure accurate documentation and timely delivery of shipments.

POSITION INFO:
Key Responsibilities & Accountabilities
Shipping & Export/Import Administration

• Receive, review, and process all incoming sales orders.
• Coordinate and arrange international and local shipment logistics, including booking and execution.
• Prepare, process, amend, and issue all export and import documentation, including:
• Commercial invoices
• Packing lists, labels, job cards and shipping tags
• Export and import instructions
• Shipping tags, tags and labels, and data book documentation
• Export amendments and updated export instructions
• Manage incoming shipment paperwork (e.g., HFB, LFD, LFD, etc.), ensuring full document compliance.
• Compile packing lists, shipment tags, labels and client labels.
• Maintain and manage client portals and online customer platforms.
• Manage client portals and customer data, ensuring updates are processed accurately and efficiently.
• Manage job cards, project orders, production status updates, and client data book documentation.
• Manage and update the Product Data Management system (PDM).
• Prepare, update, and format manuals, documents, technical manuals, and customer documentation.
• Prepare, update, format, and compile document sets for technical manuals and customer documentation.
• Monitor production readiness and follow up with the Production Department to confirm job completion timelines.
• Follow up with the Production Department on job readiness and shipment deadlines.
• Liaise with shipping agents, freight forwarders, and external logistics partners to resolve queries.
• Address and resolve shipping and export-related client and agent queries.
• Manage shipping queries, export documentation amendments, and coordinate order completion timelines.
• Maintain and file all export, import, and shipment-related documentation in a compliant and auditable manner.

• Provide full secretarial and administrative support to the Sales Director.
• Manage director calendars, correspondence, meetings, travel coordination and reporting.
• Compile data books, project documentation packs, manuals and business documents.
• Manage customer portals, document controls, and director administrative tasks.
• Support project tracking, internal communication and deadline management.
• Assist in compiling data books, project packs, document controls, manuals, and internal order tracking.
• Provide administrative support for invoices, document packs, sales orders and project documentation.

• Minimum 5 years’ experience in import/export administration, with proven capability in export documentation, financial processing, shipment coordination, and document control.
• Personal Assistant or secretarial experience supporting senior executives or directors, including calendar, correspondence, and administrative management.
• Practical exposure to supply chain operations and project administration within a fast-paced operational environment.
• Advanced proficiency in Microsoft Excel and Word, including document setup, formatting, and data processing.
• Demonstrated experience liaising with international clients, freight forwarders, and shipping agents.
• Working knowledge of Pastel or Sage accounting software.
• Strong computer literacy, with experience using client portals and internal administrative systems.
• Excellent organisational skills, high attention to detail, and the ability to manage deadlines independently.

• Start Date: A.S.A.P (candidate availability will be a factor in the selection process)
• Employment Equity: EE and Non-EE candidates will be considered
• Gender: All candidates welcome to apply
• Age Range: 30 – 45 years old (preferred, not exclusionary)