Export Controller

Staff Solutions; Gauteng; On-site; ZAR 391,000 - 580,000; Full time

Job summary

Staff Solutions is seeking an experienced administrator to manage export contracts and L/C processes for complete vehicles. You will draft and review agreements, ensure documentation aligns with bank requirements, and coordinate with finance and legal teams in a multinational setting.

You will also maintain SAP master data, track marine shipments, and oversee stocktaking and tendering activities for bulk vehicle procurement, ensuring compliance with SA regulations and accurate reporting.

Qualifications

• Matric or higher.
• National Diploma or higher in International Trade, Logistics Management, Supply Chain Management, Business Administration, or a related field.
• Experience working with international employees or within a multinational company is preferred.
• Proficient in ERP system data entry and master data maintenance, with advanced Excel skills for statistical analysis, reporting, and stocktaking.
• Valid Code 8 driver's licence.
• Strong problem-solving skills, with the ability to explain technical concepts clearly to non-technical stakeholders.
• Ability to work independently and collaboratively in a fast-paced, multicultural environment.
• Strong organizational and coordination skills, with excellent attention to detail.
• Good written and spoken English.

Responsibilities

• Draft, review, and administer export sales contracts for complete vehicles.
• Follow up on L/C issuance, amendments, and verification; identify risks and align documentation for bank presentation.
• Prepare commercial invoices, packing lists, certificates of origin, customs documents; manage bank document presentation and payment tracking.
• Resolve trade discrepancies and L/C inconsistencies; coordinate with HQ finance and legal for risk control and compliance.
• Create, revise, and maintain master data for overseas distributors and end customers in SAP; ensure accurate records.
• Record marine shipment information: booking schedules, bill of lading, terminal charges, customs clearance, delivery confirmation.
• Develop monthly and quarterly stocktaking plans for finished vehicles and spare parts; reconcile inventory.
• Lead local tendering projects for bulk procurement of vehicles and body fittings; verify supplier qualifications and compliance.

Skills

Problem-solving

Independence

Coordination

English proficiency

Attention to detail

Multicultural teamwork

Education

National Diploma or higher in International Trade/Logistics/SCM/Business Admin

Tools

Excel

ERP system data entry

Job description

Export Contract & Letter of Credit (L/C) Administration

• Draft, review, and administer export sales contracts for complete vehicles.
• Follow up on L/C issuance, amendments, and verification; identify and mitigate potential risks arising from hidden or ambiguous clauses, and align documentation requirements for bank presentation.
• Prepare commercial invoices, packing lists, certificates of origin, customs documentation, and other export documents; manage bank document presentation and payment collection tracking to ensure timely receipt of funds.
• Resolve trade discrepancies and L/C inconsistencies, coordinating with headquarters finance and legal teams to ensure comprehensive risk control and compliance.

Customer Master Data & Shipment Management

• Create, revise, freeze, and maintain master data for overseas distributors and end customers in SAP, ensuring accurate records of customer qualifications, credit terms, and pricing policies.
• Record complete marine shipment information, including booking schedules, bill of lading details, terminal charges, customs clearance, and delivery confirmation data in designated systems in a timely manner.
• Conduct regular reconciliations between logistics records and financial accounts, correct data discrepancies, and maintain accurate and traceable supply chain records.

Tender Management for Complete Vehicles & Factory Body Upfitting

• Lead local tendering projects for bulk procurement of complete vehicles and specialized body-fitting equipment, including sewage tankers, dump trucks, and other customized vehicles.
• Prepare tender announcements and technical and commercial bid documentation; verify supplier qualifications and compliance with applicable South African certification requirements, including ABS and VESA standards.
• Organize bid openings, quotation comparisons, and bid evaluations; prepare tender outcome reports and follow up on contract execution and supplier performance management.
• Coordinate technical requirements with production and engineering teams to ensure all modified vehicle bodies comply with applicable South African national vehicle regulations.

Inventory Control & Stocktaking

• Develop and implement monthly and quarterly stocktaking plans for finished vehicles and spare parts.
• Conduct on-site physical stock counts, reconcile physical inventory against system records, prepare surplus and shortage analysis reports, and implement corrective actions.
• Monitor inventory ageing and slow-moving vehicle stock; recommend inventory optimization measures and coordinate with sales teams on stock liquidation plans.
• Verify inbound and outbound documentation to prevent discrepancies between physical inventory and system records, and support local South African tax and external audit inspections.

Marketing Material Acceptance & Promotion Expense Settlement

• Conduct physical inspection and acceptance of local advertising materials, exhibition materials, and dealer promotional kits against contracted specifications and quantities; reject non-compliant items and coordinate replacement or return with vendors.
• Register and maintain acceptance records for marketing expense documentation and submit supporting documents to the Finance Department for verification and settlement.
• Maintain accurate records and control the execution of approved marketing budgets.

Minimum Requirements

• Matric or higher.
• National Diploma or higher in International Trade, Logistics Management, Supply Chain Management, Business Administration, or a related field.
• Experience working with international employees or within a multinational company is preferred.
• Proficient in ERP system data entry and master data maintenance, with advanced Excel skills for statistical analysis, reporting, and stocktaking.
• Valid Code 8 driver's licence.
• Strong problem-solving skills, with the ability to explain technical concepts clearly to non-technical stakeholders.
• Ability to work independently and collaboratively in a fast-paced, multicultural environment.
• Strong organizational and coordination skills, with excellent attention to detail.
• Good written and spoken English.