Documentation Controller

Recruiter:

Helderberg Personnel CC

Job Ref:

SW006269/JM

Date posted:

Wednesday, June 3, 2026

Location:

Stellenbosch, South Africa

SUMMARY:
The ideal candidate will have:

Strong analytical and problem-solving ability
High attention to detail
Good commercial thinking
A proactive, results-driven mindset
The ambition to grow into a more senior procurement role over time

This is a great opportunity to join a fast-paced, technology-focused environment where you can make a real impact and grow with the business.
forwarding, alternatively adequate industry work experience.

POSITION INFO:
Requirements:

Matric
Diploma / Degree in clearing and forwarding, alternatively adequate industry work experience
Industry training of export documentation required
Three years relevant experience

Skills Required

Understand PPECB / DALRRD / Ecert/ Titan certification process
Knowledge of documents required for all import markets
Knowledge of shipping line SI/BOL process and terms
Good understanding of export protocols – e.g. CBS, FMS, FFMS
Good understanding of product coding structures
Must be able to work under pressure, good time management and attention to detail
Good understanding of IT systems used to generate export documentation (QX documentation module / Ship shape / Ports online /Ecert/Chambers of Commerce)

Key Performance Areas:

Pre-season planning and preparations

Mandate letters (COO/SARS)
APE registrations
Ensure all customers have mandate letters.
Get all qualified clients APE registered. Save APE approvals on the network

Documentation Process:

Documentation Instructions
SI
Addendums
Cargo dues
Mates receipt / Packing list
SAD500
Phyto
COO
Bill releases
Draft/Final documents
Final documents / Courier
Maintain in-season accuracy and integrity (Logs to update on QX annually prior to season/prior to first shipment)
Submit SI’s to shipping lines
Submit Titan via QX to PPECB
Submit cargo dues via Shipshape.
Mates receipt to consignee / receivers within 2 days of ATD
Generate commercial invoice where required to submit SAD500.
Submit phyto applications via QX to Ecert.
Submit online COO applications if applicable
Cargo dues + SAD500 to be submitted to shipping lines to receive release
Retrieve drafts (PPECB EC / Phyto / COO / Bills / SAD500) from necessary platforms. Check and approve prior to submitting to clients for approval. As per documentation instructions, check if drafts are to be sent to customers prior to submitting
Draft documents to be checked and approved by necessary parties to courier as instructed.
Courier / Electronic Release / Delivery no later than 5 days prior to ETA

Cost management

Documentation job card - copies and invoice copies
In event additional costs being incurred, incident log to be completed indicating type of cost and accountable party from which such cost should be recovered.
Minimize extraordinary costs payable by Forwarding Division
Ensure correct number of documents are ticked/indicated in QX to enable correct recovery of costs from clients
Enable Finance and Cost Accounting to process costs correctly.

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