Assistant Shipping Controller / Personal Assistant

Sentinel Staffing Services; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A logistics and administrative support firm in Gauteng is seeking an Import/Export Administrator to manage shipment logistics, documentation, and provide PA support to the Sales Director. The candidate must have a minimum of 5 years of experience in import/export administration, advanced skills in Microsoft Excel and Word, and familiarity with Pastel or Sage software. Strong organizational skills and attention to detail are essential. This role offers an opportunity to work in a dynamic environment with various responsibilities.

Qualifications

• Minimum 5 years experience in import/export administration.
• Proven capability in export documentation and financial processing.
• Personal Assistant experience in supporting senior executives.
• Advanced proficiency in Microsoft Excel and Word.
• Experience liaising with international clients and freight forwarders.

Responsibilities

• Receive and process incoming sales orders.
• Coordinate shipment logistics for local and international orders.
• Prepare and issue export and import documentation.
• Manage client portals and shipping queries.
• Provide administrative support to the Sales Director.

Skills

Import/export administration

Document control

Customer service

Microsoft Excel

Microsoft Word

Shipping coordination

Project administration

Strong organizational skills

Tools

Pastel or Sage accounting software

Job description

Job Description

Key Responsibilities & Accountabilities

Shipping & Export/Import Administration

• Receive, review, and process all incoming sales orders.
• Coordinate and arrange international and local shipment logistics, including booking and execution.
• Prepare, process, amend, and issue all export and import documentation, including:
  Commercial invoices
  Packing lists
  Labels
  Job cards and shipping tags
• Export and import instructions, shipping tags, tags and labels, and data book documentation.
• Export amendments and updated export instructions.
• Manage incoming shipment paperwork (e.g., HFB, LFD, LFD, etc.), ensuring full document compliance.
• pile packing lists, shipment tags, labels and client labels.
• Maintain and manage client portals and online customer platforms.
• Manage client portals and customer data, ensuring updates are processed accurately and efficiently.
• Manage job cards, project orders, production status updates, and client data book documentation.
• Manage and update the Product Data Management system (PDM).
• Prepare, update, and format manuals, documents, technical manuals, and customer documentation.
• Prepare, update, format, and compile document sets for technical manuals and customer documentation.
• Monitor production readiness and follow up with the Production Department to confirm job completion timelines.
• Follow up with the Production Department on job readiness and shipment deadlines.
• Liaise with shipping agents, freight forwarders, and external logistics partners to resolve queries.
• Address and resolve shipping and export-related client and agent queries.
• Manage shipping queries, export documentation amendments, and coordinate order completion timelines.
• Maintain and file all export, import, and shipment-related documentation in a compliant and auditable manner.

PA Support to Sales Director

• Provide full secretarial and administrative support to the Sales Director.
• Manage director calendars, correspondence, meetings, travel coordination and reporting pile data books, project documentation packs, manuals and business documents.
• Manage customer portals, document controls, and director administrative tasks.
• Support project tracking, internal communication and deadline management.
• Assist in compiling data books, project packs, document controls, manuals, and internal order tracking.
• Provide administrative support for invoices, document packs, sales orders and project documentation.

Qualification & Competency Requirements (Non-Negotiable)

• Minimum 5 years experience in import/export administration, with proven capability in export documentation, financial processing, shipment coordination, and document control.
• Personal Assistant or secretarial experience supporting senior executives or directors, including calendar, correspondence, and administrative management.
• Practical exposure to supply chain operations and project administration within a fast-paced operational environment.
• Advanced proficiency in Microsoft Excel and Word, including document setup, formatting, and data processing.
• Demonstrated experience liaising with international clients, freight forwarders, and shipping agents.
• Working knowledge of Pastel or Sage accounting software.
• Strong computer literacy, with experience using client portals and internal administrative systems.
• Excellent organisational skills, high attention to detail, and the ability to manage deadlines independently.

Additional Role Considerations

• Start Date: A.S.A.P (candidate availability will be a factor in the selection process)
• Employment Equity: EE and Non-EE candidates will be considered
• Gender: All candidates welcome to apply
• Age Range: ****** years old (preferred, not exclusionary)