Export Controller

SUMMARY:
To control and facilitate ocean freight exports

POSITION INFO:

1. .    Day to day Operations

• Control and manage export process from receipt of order to final delivery as defined per Incoterms 2020
•    Request for booking confirmation from the shipping line / co-loader
•    Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader
•    Inform transporter of the planned export shipment by sending through a collection / delivery instruction
•    Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated real-time
•    Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
•    Process customs declarations in conformance with the Customs and Excise Act 91 of 1964
•    Arrange and co-ordinate customs exams and follow ups
•    Arrange for inspection
•    Arrange / apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing)
•    Ensure that containers are pre-advised
•    Capture and arrange shipping instruction / Bills of Lading – error free
•    Monitor vessel sailing and confirm container shipped on board
•    Process cargo dues
•    Update internal work notes on Cargo Wise – real-time
  • Generate status report to customer daily / progressively regarding the milestone event/progress of the shipment
  •    Ensure that containers are stacked within the prescribed times
  •    Prepare costing sheets and ensure invoice is sent to the customer within KPI
    •    Ensure all 3rd party invoices are received, reconciled, and sent to head office for payment within transactional periods
    •    Ensure all WIP’s and accruals are attended to timeously
    •    Evaluate and resolve problems presented by team members
    •    Update milestones and internal work notes on Cargo Wise – real-time
    •    Ensure quality is the primary focus in every task
    •    Assist in activities of team members

1. 2.    Management of Financials

•    Verify customer’s credit terms prior to proceeding with the shipment
•    Quality check accuracy of estimate prior to expediting shipment
•    Prepare costing sheet – collating of all disbursements, calculation of agency and finance fees
•    Account for profit / loss on shipment
•    Manage costs and negotiation of rates to ensure maximum profit
•    Reconcile all 3rd party invoices
•    Ensure all shipments are handled in accordance with the company’s profit margins
•    Sign off job profit summary prior to posting local client / overseas agent costs
•    Manage finance in operations – WIP - (KPI < 14 dwell days), Accruals – (KPI < 60 dwell days) and out of transaction losses

 3.    Management of Customer Relationship

•   Liaise with client services representative / customer on a daily basis – advising client services representative / customer of collection / delivery and shipment status
•   Receive orders from client services representative / customer – acknowledge receipt and request for the necessary documentation
•   Generate status reports advising customer of progress
•   Continuously improve customer turnaround times
•   Customer – refers to internal and external customers

1. 4.    Facilitate and ensure effective process management

Exports

•   Receive orders from client services representative / customer, obtain necessary documentation
•   Obtain sailing schedules in accordance with the cargo readiness date
•   Request for booking confirmation from the shipping line / co-loader
•   Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader
•   Arrange for pre-inspection as per destination country requirement
•   Inform transporter of the planned export shipment by sending through a collection / delivery instruction
•   Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated – real-time
•   Ensure that all commercial documentation received tallies and is correct for customs clearance purposes
•   Process customs declarations in conformance with the Customs and Excise Act 91 of 1964
•   Shipment to be customs cleared prior to container stuffing/stacking
•   Arrange and co-ordinate customs exams and follow ups
•   Arrange/apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing)
•   Ensure that VGM certificate is received
•   Ensure that containers are pre-advised
•   Ensure that containers are stacked within the prescribed times
•   Capture and arrange shipping instruction/ bills of lading – error free. Draft to be approved by the customer / agent
•   Monitor vessel sailing and confirm container shipped on board
•   Pre-alert documents to be sent to the customer / agent
•   Process cargo dues
•   Courier original documents if applicable
•   Update internal work notes on Cargo Wise
•   Generate status report to customer daily/progressively regarding the milestone event / progress of the shipment
•   Prepare costing sheets and ensure invoice is sent to the customer within KPI
•   Ensure all 3rd party invoices are received, reconciled and sent to head office for payment within transactional periods
•   Ensure all WIP’s and accruals are attended to timeously
•   Complete and close shipment as per company SOP / ISO standard

1. 5.    Quality Management

•   Check and double check to make sure minimal/no errors are made
•   Provide quality service to customers and continuously exceed their expectations
•   Get it right the first time

1. 6.    Risk Management

•   Ensure errors are minimal
•   Ensure instructions are received/issued in writing and recorded
• Conform to SOP’s

Requirements:

• Must have a matric certificate
• Must have minimum 3-5 years ocean freight exports experience.
• Must have a very good understanding of customs procedures
• CargoWise experience

 

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