Job Overview:

• Job Title – Export Controller
• Department – Ocean Freight
• Location – Durban
• Reporting To – Ocean Freight Operations Manager
• Job Type – Full Time and Permanent
• Salary – Market Related
• Industry – Logistics

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.