Export Controller

Purpose: To control and facilitate ocean freight exports. Requirements: Knowledge & Experience Must have a matric certificate Must have minimum 3-5 years ocean freight imports experience Must have a very good understanding of customs procedures Skills Conceptual, analytical, numeracy skills Problem Solving Skills Communication Skills Ability to work under pressure Quality Focus Strong team player Attention to detail Time Management Attributes Adaptability Customer Focus Initiating action Planning and organising Quality orientation Stress tolerance Be challenging Be confident Be calm and co-operative Be honest, humble and respectful Training Induction Quality Training Duties And Accountabilities: Day to day Operations Control and manage export process from receipt of order to final delivery as defined per Incoterms 2020 Request for booking confirmation from the shipping line / co-loader Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader Inform transporter of the planned export shipment by sending through a collection / delivery instruction Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated real-time Ensure that all commercial documentation received tallies and is correct for customs clearance purposes Process customs declarations in conformance with the Customs and Excise Act 91 of 1964 Arrange and co-ordinate customs exams and follow ups Arrange for inspection Arrange / apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing) Ensure that containers are pre-advised Capture and arrange shipping instruction / Bills of Lading – error free Monitor vessel sailing and confirm container shipped on board Process cargo dues Update internal work notes on Cargo Wise – real-time Generate status report to customer daily / progressively regarding the milestone event/progress of the shipment Ensure that containers are stacked within the prescribed times Prepare costing sheets and ensure invoice is sent to the customer within KPI Ensure all 3rd party invoices are received, reconciled, and sent to head office for payment within transactional periods Ensure all WIP’s and accruals are attended to timeously Evaluate and resolve problems presented by team members Update milestones and internal work notes on Cargo Wise – real-time Ensure quality is the primary focus in every task Assist in activities of team members Management of Financials Verify customer’s credit terms prior to proceeding with the shipment Quality check accuracy of estimate prior to expediting shipment Prepare costing sheet – collating of all disbursements, calculation of agency and finance fees Account for profit / loss on shipment Manage costs and negotiation of rates to ensure maximum profit Reconcile all 3rd party invoices Ensure all shipments are handled in accordance with the company’s profit margins Sign off job profit summary prior to posting local client / overseas agent costs Manage finance in operations – WIP – (KPI < 14 dwell days), Accruals – (KPI < 60 dwell days) and out of transaction losses Management of Customer Relationship Liaise with client services representative / customer on a daily basis – advising client services representative / customer of collection / delivery and shipment status Receive orders from client services representative / customer – acknowledge receipt and request for the necessary documentation Generate status reports advising customer of progress Continuously improve customer turnaround times Customer – refers to internal and external customers Facilitate and ensure effective process management Exports Receive orders from client services representative / customer, obtain necessary documentation Obtain sailing schedules in accordance with the cargo readiness date Request for booking confirmation from the shipping line / co-loader Register file on Cargo Wise once booking confirmation is received from the shipping line / co-loader Arrange for pre-inspection as per destination country requirement Inform transporter of the planned export shipment by sending through a collection / delivery instruction Monitor pick up and pack dates in accordance with firm stacks – Cargo Wise to be updated – real-time Ensure that all commercial documentation received tallies and is correct for customs clearance purposes Process customs declarations in conformance with the Customs and Excise Act 91 of 1964 Shipment to be customs cleared prior to container stuffing/stacking Arrange and co-ordinate customs exams and follow ups Arrange/apply for certificates (EUR1 / COO / GSP / CNCA / ISF Filing) Ensure that VGM certificate is received Ensure that containers are pre-advised Ensure that containers are stacked within the prescribed times Capture and arrange shipping instruction/ bills of lading – error free. Draft to be approved by the customer / agent Monitor vessel sailing and confirm container shipped on board Pre-alert documents to be sent to the customer / agent Process cargo dues Courier original documents if applicable Update internal work notes on Cargo Wise Generate status report to customer daily/progressively regarding the milestone event / progress of the shipment Prepare costing sheets and ensure invoice is sent to the customer within KPI Ensure all 3rd party invoices are received, reconciled and sent to head office for payment within transactional periods Ensure all WIP’s and accruals are attended to timeously Complete and close shipment as per company SOP / ISO standard Quality Management Check and double check to make sure minimal/no errors are made Provide quality service to customers and continuously exceed their expectations Get it right the first time Risk Management Ensure errors are minimal Ensure instructions are received/issued in writing and recorded Conform to SOP’s This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.