Assistant Shipping Controller/Personal Assistant
Job in
Centurion, 0014, South Africa
Listing for:
Sentinel Staffing Services
Full Time
position
Listed on 2026-01-07
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Data Entry, Business Administration, Virtual Assistant/ Remote Admin
Job Description & How to Apply Below
Position: Assistant Shipping Controller / Personal Assistant
Key Responsibilities & AccountabilitiesShipping & Export/Import AdministrationReceive, 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 invoicesPacking lists, labels, job cards and shipping tagsExport and import instructionsShipping tags, tags and labels, and data book documentationExport amendments and updated export instructionsManage incoming shipment paperwork (e.g., HFB, LFD, LFD, etc.), ensuring full document compliance.Compile 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 DirectorProvide full secretarial and administrative support to the Sales Director.Manage director calendars, correspondence, meetings, travel coordination and reporting.Compile 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 ConsiderationsStart Date:
A.S.A.P (candidate availability will be a factor in the selection process)Employment Equity: EE and Non-EE candidates will be consideredGender: All candidates welcome to applyAge Range: 30 – 45 years old (preferred, not exclusionary)
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