Documentation Controller at Helderberg Personnel

Requirements:

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

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.