Frozen Imports and Exports Controller

O'Brien Recruitment; Hout Bay; On-site; ZAR 380,000 - 520,000; Full time

Job summary

O'Brien Recruitment in Hout Bay, Western Cape, seeks a Frozen Imports and Exports Controller to manage end-to-end export compliance, regulatory approvals, and logistics coordination. You will verify certificates, permits, and licenses, handle contract drafting, and oversee stock tallies and third-party transfers.

The role requires a solid administrative background in international trade, strong supervisory and communication abilities, and experience with Pastel accounting and forex

Qualifications

• Matric (Grade 12) is required; a tertiary qualification in Supply Chain, Logistics, or International Trade is advantageous.
• Proven administrative track record in frozen/dry exports and international trade compliance.
• Proficiency with Pastel accounting software and forex file administration.
• Strong organizational, supervisory, and communication skills for liaising with suppliers and clients.

Responsibilities

• Verify export permits and vessel licenses; notify third-party owners as needed.
• Process BF60, health certificates, EUR1 and other regulatory documents.
• Prepare and manage sales contracts, stock tallies, and transfer instructions.
• Coordinate logistics including bookings, freight costings, and vessel schedules.
• Prepare commercial invoices, packing lists, and Bills of Lading with Incoterms.

Skills

Supply chain management

Logistics coordination

Regulatory compliance

Supervisory skills

Communication skills

Education

Matric (Grade 12)

Diploma in Supply Chain, Logistics, or International Trade

Tools

Pastel accounting

Forex file administration

Job description

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.