Procurement & Export Administrator

Reports to: Procurement Manager
Location: Paarden Eiland, Cape Town 
Salary: Market-related 
Contract type: Permanent (6-month probation)
Working hours: 08:00–17:00 (may fluctuate due to production/operational demands)

Role Purpose

To manage and coordinate the exportation of frozen seafood products, ensuring compliance with international regulations while maintaining efficiency, accuracy, and high product quality. The role also supports procurement administration and inventory management within The company.

Minimum Requirements

Qualifications / Skills

• Matric or equivalent (required)

• Additional certification in logistics, supply chain management, or a related field (advantageous)

• Proficiency in Microsoft Office Suite (Excel in particular)

• Experience with SAP Business One or similar ERP (advantageous)

Experience

• 1–3 years relevant experience

Core Requirements

• Strong organizational and multitasking abilities

• Excellent written and verbal communication skills

• High attention to detail and accuracy

• Solid understanding of international trade regulations, Incoterms, customs procedures, and export documentation

• Understanding of seafood industry standards and quality-control processes

• Ability to work under pressure and meet deadlines in a fast-paced environment

• Strong problem-solving skills and a proactive approach

• Honesty, integrity, and reliability

• Willingness to learn and adapt in a fast-paced environment

• Sense of urgency

• Strong attention to detail

• Critical-thinking capabilities

• Self-motivated and able to work with little supervision

• Good time management

• Team player with a customer-focused mindset

Key Responsibilities

Export Shipping & Documentation

• Prepare and process export documents including invoices, packing lists, bills of lading, certificates of origin (e.g., EUR1), and commercial documentation

• Ensure all documentation is accurate, complete, and compliant with company standards and international regulations

Export Certification

• Manage export certifications including DAFF catch certificates, NRCS clearance, and health certificates (including TRACES)

• Stay up to date with regulatory requirements and ensure timely submission of documents to authorities

Inventory Control

• Monitor inventory levels

• Coordinate with Procurement, Production, and Cold Store teams to manage stock and fulfil export orders

Customer Service

• Communicate with international customers

• Provide shipment updates, resolve issues, and maintain high customer satisfaction

Purchase Order Administration

• Assist with purchase order preparation, administration, and approvals

• Ensure import files are kept up to date

• Confirm necessary permits are in place prior to import

• Liaise with suppliers and internal teams on draft and shipping documents, clearing requirements, and NRCS releases

• Assist with ad hoc purchasing, production planning, administration, and tracking

• Support stock-transfer planning, administration, and tracking

• Provide general support to the Procurement team

Record Keeping

• Maintain accurate records of all export and purchasing transactions

• Prepare regular reports for management

Quality Assurance

• Ensure frozen seafood products meet quality standards

• Ensure correct handling and storage throughout the export process

Logistics Coordination

• Collaborate with internal teams, shipping companies, freight forwarders, and customs brokers

• Ensure timely loading and delivery of shipments

• Provide regular status updates to stakeholders

Problem Solving

• Identify and resolve issues during the export process, including delays, discrepancies, and compliance concerns