Purpose of the Job

The Export Coordinator is responsible for monitoring the full cycle of export shipments, ensuring compliance with customs regulations, and coordinating with transporters, agents, and customers. This role involves registering and processing shipments, preparing necessary documentation, tracking shipments, and ensuring timely delivery.

Key Responsibilities

Customer Export Shipments

• Ensure that the necessary documents have been received from the customer to enable the handling of the shipment
• Prepare all export documentation on Ship Shape
• Arrange the necessary booking with the various modes of transport
• Negotiate the best possible rates with various modes of transport
• Ensure all customs documents are released through customs before shipment is exported and that all shipment files are registered onto Ship Shape, including all relevant information
• Ensure all customers receive their relevant shipping documents
• Track and trace customers’ shipments until final delivery
• Ensure all shipments are accurately invoiced to the client daily
• Check the rates for the selling and buying is accurately provided to invoicing
• Keep customers always updated
• Ensure all correspondence is printed and placed into shipment files
• Handle all Removal in Transit (RIT) shipments, etc
• Ensure containers are delivered into port within the required date
• Ensure container deposits are recovered from the shipping line
• Ensure all shipments through agents are handled and monitored until the final destination
• Ensure all Proof of Deliveries (PODs) are received before payment is made to various transporters
• Ensure all acquittals are received within the prescribed period and filed in the files
• Scan all documents and emails into the shipment file

Customer Export Shipments

• Prepare export certificates through JCCI and ensure all documents are certified
• Ensure that SADC certificates are accurately prepared at all times and in accordance with SARS rules and regulations

Refund of Duty Claims

• Ensure all shipment applications are completed accurately
• Obtain proof of export documents and submit them to customs within the prescribed period

General

• Maintain professional conduct
• Immediately notify management of any problem shipments
• Assist in relevant operations/operational functions as required
• Filing it kept up to date daily and filed aways
• Keep a clean desk policy

Minimum Requirements

• Grade 12 (Matric)
• 5+ years within the clearing and forwarding environment, with previous experience using Clearing and Forwarding systems (Ship Shape)
• Proficiency in Microsoft Office Suite (Level 2)

Skills Requirements

• Invoice verification, POD monitoring, and exception handling
• Strong administrative, documentation, and systems proficiency
• Effective communication, follow-up, and escalation skills
• Time management, organisation, and deadline-driven execution