Documentation Administrator (Exports)

SUMMARY:
Upper Highway - Are you a meticulous, deadline-driven documentation specialist who thrives on precision and process? Step into a role where your accuracy directly protects the integrity of every shipment leaving South Africa for one of the world's largest commodity traders.

Our client is the South African office of a global forest products trading group, moving logs, lumber, and panel products from RSA into international markets as part of a worldwide trading network spanning five continents. As the Documentation Administrator, you will own the full documentation cycle for RSA export shipments — from shipping instructions through to final certificates — working closely with shipping lines, customs, banks, and service providers to ensure every document is accurate, compliant, and on time.

POSITION INFO:
Key Responsibilities:

• Submit shipping instructions to shipping lines ahead of cutoff deadlines.
• Perform secondary checks on Letters of Credit (LCs) received for RSA export business.
• Submit export instructions for customs clearance.
• Update service providers with all information required to prepare export certificates.
• Check and approve Bills of Lading (BLs) for RSA export shipments.
• Review draft and final export certificates for accuracy and compliance.
• Create final export documentation for all orders.
• Update customers and agents with copies of documents, packing lists, and final AWBs.
• Follow up with banks to ensure the timely release of documentation.
• Perform secondary checks on solid wood documentation for the non-RSA logs business.
• Identify and resolve discrepancies before documentation is finalised or submitted.
• Provide broader support to the South Africa group as required.

• Matric essential; a relevant diploma or qualification in shipping, logistics, or supply chain administration is highly advantageous.
• 2 to 4 years' experience in export documentation, shipping, or freight forwarding, timber, log, or commodity export experience is highly advantageous.
• Solid working knowledge of Letters of Credit, Bills of Lading, and export certification processes.
• Experience liaising with shipping lines, customs, and banks on documentation matters.
• Strong computer literacy, including Excel and relevant order/documentation systems.
• A valid driver's license is advantageous.

• Highly meticulous with an unwavering eye for detail and accuracy.
• Analytical thinker who can spot and resolve discrepancies before they become problems.
• Driven and deadline-focused, able to manage strict cutoffs without compromising quality.
• Dynamic and adaptable, comfortable coordinating across multiple stakeholders and time zones under pressure.
• Strong written communication skills for correspondence with banks, agents, and international customers.