Documentation Controller

Stellenbosch
Salary: Market Related
Job Type: Permanent
Sectors: Logistics
Reference: SW006269/JM

Apply before May 18 2026 | 27 Days left

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External Application

Vacancy Details

Employer: Helderberg Personnel cc

My client, a well established Fruit Exporting concern based in Stellenbosch, is looking to employ a Documentation Controller to join their team. The ideal candidate will have Diploma / Degree in clearing and forwarding, alternatively adequate industry work experience.

Requirements:

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

Skills Required

Understand PPECB / DALRRD / Ecert/ Titan certification process
Knowledge of documents required for all import markets
Knowledge of shipping line SI/BOL process and terms
Good understanding of export protocols – e.g. CBS, FMS, FFMS
Good understanding of product coding structures
Must be able to work under pressure, good time management and attention to detail
Good understanding of IT systems used to generate export documentation (QX documentation module / Ship shape / Ports online /Ecert/Chambers of Commerce)

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.

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About Helderberg Personnel cc

Based in Somerset West, Helderberg Personnel was established in 1998. The company initially started doing placements in the Helderberg Basin and over the years expanded nationally. Our background has proved to be invaluable in providing a high standard of recruitment, screening, evaluation and placement of candidates.

Our Value proposition:
The true value proposition of the Helderberg Personnel brand is our commitment to attending to our clients’ needs, culture and values and to ensure that, through comprehensive interviews with candidates, the overall match is determined to ensure a long term relationship. The identity of the client remains confidential at all times. We understand that our function is to ensure that the candidate must become a strategic partner to a business instead of a mere employee. Helderberg Personnel has achieved a steady growth over the last years and we have evolved into one of the leading agencies in the region. We have made placements cross functional, cross industry and up to senior management level.