JOB TITLE: DOCUMENTATION CONTROLLER
DEPARTMENT: OPERATIONS
JOB TITLE OF INCUMBENT’S SUPERVISOR: DOCUMENTATION MANAGER
JOB TITLE OF INCUMBENT’S REPORTEE/S: N/A
PURPOSE OF JOB
Accurately complete the required documentation needed per shipment as per the Consignee instruction within the required timeframes per document.
KEY PERFORMANCE AREAS
- To open files on LCL systems and upload supporting documentation.
- Accurately capture consignee instructions in LCL systems
- Ensure that final file covers are received from the Ops team before vessel sailing.
- shipping instructions are submitted to the shipping lines as per the deadlines.
- Prepare, process and submit PPECB’s, Phyto’s, Certificate of Origins, Cargo Dues, Eur 1’s, Form A’s within the required timeframes. In accordance with required legislation.
- Ensure that the client updates that shippers, contacts and instructions on LCL systems and guide clients when needed.
- Ensure that completed documents are available in LCL systems.
- LCL systems are updated and accurate at all times.
- relevant additional comments are made on LCL systems. E.g costs / delays
- Complete additional invoices information / comments / requests or Form 7’s within 30 days of vessel departure.
- Inform Line Manager of any documentation or client issues immediately and to flag the necessary with relevant departments.
- Liaise with clients to ensure all required documents and information are received to process documents accordingly for the clients’ shipments.
- Interact and communicate with 3rd party service providers such as but not limited to- shipping lines, Customs, PPECB, Chambers and DHL to complete documentation processes for our clients by managing exceptions with regard to queries.
- Perform all duties in line with LCL documentation KPI’s.
- Minimum annual volume of 600 containers complexity dependent
QUALIFICATIONS, COMPETENCIES AND SKILLS
- Grade 12 (Essential)
- Diploma in Shipping, Clearing and Freight
Forwarding, Distribution and Logistics Business
Management or related field (Desirable). - A minimum of 2-years’ experience in Freight Forwarding and Logistics experience exporting wine and dry cargo.
- After hours availability is essential.
- Ability to identify the needs in the team and assist where needed.
- To have working knowledge of Google Workspace / Excel / Inttra / Wine online / Customs procedures.
- To have the ability to read and interpret shipping documentation.
- Resilient with the ability to work under pressure and meet daily, weekly and monthly deadlines;
- Strong organisational and communication skills to manage workload and prioritise;
- Attention to detail and accuracy;
- Fast learner in internal and external computer systems and processes;
- Ability to work with multiple key stakeholders both internal and external in dynamic industry changing environment.
Please note that this position is based in PE.