Documentation Controller

SUMMARY:
-

POSITION INFO:

As a Documentation Controller, you’ll play a vital role in ensuring the accuracy, compliance, and timely processing of all export shipment documentation. This role is crucial in supporting the operational workflow and ensuring customer satisfaction by delivering precise and compliant documentation within tight international timelines. You’ll work closely with clients, internal teams, and third-party service providers to ensure documentation excellence across a wide range of cargo types, including wine and dry goods.

Key Responsibilities:

• Open files and upload supporting documents into internal systems

• Capture consignee shipping instructions accurately and on time

• Ensure all final documentation is received prior to vessel departure

• Submit shipping instructions to shipping lines as per required deadlines

• Prepare and submit export documents including PPECB, Phytosanitary, EUR1s, Forms A & 7, Certificates of Origin, and Cargo Dues

• Liaise with clients to obtain complete shipment documentation and provide guidance as needed

• Keep internal systems up to date and flag issues with relevant departments as required

• Communicate with third-party service providers (e.g., shipping lines, chambers, customs) to manage queries and ensure smooth processing

• Ensure accurate system comments, including on cost and delay notes

• Finalise all supporting documentation and invoice comments within 30 days of vessel departure

• Assist team members where necessary and meet daily, weekly, and monthly documentation KPIs

• Manage documentation for a high-volume workload (minimum 600 containers annually, complexity dependent)

Requirements

• Matric / Grade 12 (Essential)

• Diploma in Shipping, Logistics, or Freight Forwarding (Advantageous)

• 2+ years of experience in freight forwarding and logistics, specifically with wine and dry cargo exports

• Familiarity with Google Workspace, Excel, Inttra, Wine Online, and customs procedures

• After-hours availability as required