Frozen Imports and Exports Controller

Job Vacancy: Frozen Imports and Exports Controller

Location: Hout Bay, Western Cape

Type: Permanent

Duties and Responsibilities:

Export Compliance & Regulatory Approvals:

• Confirm valid NRCS certificates and vessel licenses, notifying 3rd-party vessel owners as needed.
• Verify export permits for rights holders with suppliers, ensuring accurate country and scientific names.
• Verify 3rd-party rights holders are listed on export permits prior to application.
• Submit inspection requests to NRCS and track approvals.
• Process BF60, Trace Health certificates, EUR1 applications, catch certificates, and DFFE notices/schedules.

Order Processing & File Management:

• Open physical, Pastel, and server file packs based on order confirmations from the Director.
• Issue production instructions for order quantities and maintain stock tallies per client.
• Create transfer instructions for stock moved to 3rd-party cold stores.
• Draft sales contracts for customers and manage receipt/updating of forex files.

Logistics & Freight Coordination:

• Obtain stack dates, sailing dates, and freight quotes; complete costings.
• Confirm bookings with shipping lines once NRCS approval is received.
• Send picking slips to cold stores and submit clearing/shipping instructions to forwarding agents.
• Oversee container loading on-site at cold stores.
• Monitor vessel sailing schedules and process client picking and freight purchase orders.

Documentation & Client Communication:

• Complete commercial invoices, packing lists, and review Bills of Lading generated by forwarding agents (verifying Incoterms, consignees, and notify parties).
• Email draft document copies to customers or their clearing agents 10 days before vessel ETA for approval.
• Confirm payment receipt prior to dispatching original documents via DHL courier.

Requirements

• Education: Matric (Grade 12) is required; a tertiary qualification in Supply Chain, Logistics, or International Trade is highly advantageous.
• Experience: Proven administrative track record in frozen and dry goods exports, international trade compliance, and shipping processes.
• Technical Skills: Proficiency in Pastel accounting software, costings, and forex file administration.
• Key Skills: Strong organizational and supervisory capabilities, excellent attention to detail for legal/shipping documentation, and effective communication skills for liaising with suppliers, clearing agents, and international clients.