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Assistant Shipping Controller / Personal Assistant

Centurion
Salary: R35 000.00 - R40 000.00 Per Month
Job Type: Permanent
Sectors: Logistics
Reference: CET004228/MO

Apply before Mar 07 2026 | 54 Days left

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Vacancy Details

Employer: Sentinel Staffing Services

Role OverviewOur client is seeking a highly organised, detail-driven and operationally strong Assistant Shipping Controller / Personal Assistant to support end-to-end export and import administration, shipment coordination, financial documentation, and provide dedicated PA support to the Sales Director. The successful incumbent will act as a key link between internal departments, international clients and shipping partners to ensure accurate documentation and timely delivery of shipments.

Key Responsibilities & Accountabilities
Shipping & Export/Import Administration

Receive, review, and process all incoming sales orders.
Coordinate and arrange international and local shipment logistics, including booking and execution.
Prepare, process, amend, and issue all export and import documentation, including:

Commercial invoices
Packing lists, labels, job cards and shipping tags
Export and import instructions
Shipping tags, tags and labels, and data book documentation
Export amendments and updated export instructions

Manage incoming shipment paperwork (e.g., HFB, LFD, LFD, etc.), ensuring full document compliance.
Compile packing lists, shipment tags, labels and client labels.
Maintain and manage client portals and online customer platforms.
Manage client portals and customer data, ensuring updates are processed accurately and efficiently.
Manage job cards, project orders, production status updates, and client data book documentation.
Manage and update the Product Data Management system (PDM).
Prepare, update, and format manuals, documents, technical manuals, and customer documentation.
Prepare, update, format, and compile document sets for technical manuals and customer documentation.
Monitor production readiness and follow up with the Production Department to confirm job completion timelines.
Follow up with the Production Department on job readiness and shipment deadlines.
Liaise with shipping agents, freight forwarders, and external logistics partners to resolve queries.
Address and resolve shipping and export-related client and agent queries.
Manage shipping queries, export documentation amendments, and coordinate order completion timelines.
Maintain and file all export, import, and shipment-related documentation in a compliant and auditable manner.

PA Support to Sales Director

Provide full secretarial and administrative support to the Sales Director.
Manage director calendars, correspondence, meetings, travel coordination and reporting.
Compile data books, project documentation packs, manuals and business documents.
Manage customer portals, document controls, and director administrative tasks.
Support project tracking, internal communication and deadline management.
Assist in compiling data books, project packs, document controls, manuals, and internal order tracking.
Provide administrative support for invoices, document packs, sales orders and project documentation.

Qualification & Competency Requirements (Non-Negotiable)

Minimum 5 years’ experience in import/export administration, with proven capability in export documentation, financial processing, shipment coordination, and document control.
Personal Assistant or secretarial experience supporting senior executives or directors, including calendar, correspondence, and administrative management.
Practical exposure to supply chain operations and project administration within a fast-paced operational environment.
Advanced proficiency in Microsoft Excel and Word, including document setup, formatting, and data processing.
Demonstrated experience liaising with international clients, freight forwarders, and shipping agents.
Working knowledge of Pastel or Sage accounting software.
Strong computer literacy, with experience using client portals and internal administrative systems.
Excellent organisational skills, high attention to detail, and the ability to manage deadlines independently.

Additional Role Considerations

Start Date: A.S.A.P (candidate availability will be a factor in the selection process)
Employment Equity: EE and Non-EE candidates will be considered
Gender: All candidates welcome to apply
Age Range: 30 – 45 years old (preferred, not exclusionary)

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About Sentinel Staffing Services

Sentinel Staffing Services has been providing a professional recruitment solution to employers and job seekers in all industries since 1999.

We offer a full recruitment service for permanent and contract staff/vacancies from entry level to Financial, Office Support, Engineering, Human Resources, Technical, Information Technology, Warehousing, Legal and Senior Executives.

Our mission is to ensure that our clients and job applicants are satisfied with our recruitment service and that their recruitment needs are met through our professionally trained personnel consultants.

Sentinel Staffing Services has an extensive database of top quality clients and candidates in a permanent/contract capacity.