Recruiter:
Helderberg Personnel CC
Job Ref:
SW006269/JM
Date posted:
Monday, April 20, 2026
Location:
Stellenbosch, South Africa
SUMMARY:
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.
POSITION INFO:
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.
ZA
