Document Administrator

Dixie Recruitment has always been known for its strength in Executive Search and Management Placements. In 2020 during COVID, a time of absolute uncertainty, we started Career Talk, a career guidance platform for graduates. It really was about adding value to our graduate community, and we had the time. Business Support Placements was also a COVID baby, a division that recruits administrative support for the various business verticals. Like many businesses, COVID was a ‘fast forward’ button into the remote and global recruitment space. Although we feel well-positioned to grow our global presence, we are taking it slowly. With Lee’s passion for graduates, Global Graduates, placing graduates of distinction was launched in 2024.Job Description Our client, a well-established international trading business, is seeking a highly organised and detail-oriented Document Administrator to join their operations team. This role is responsible for the accurate and timely preparation, verification and processing of export documentation, ensuring all shipments comply with customer, banking, customs and international trade requirements. This position is ideally suited to an individual with previous export documentation experience who thrives in a deadline-driven environment and takes pride in producing work of the highest accuracy. Key Responsibilities Prepare and process export documentation for international shipments. Submit shipping instructions to shipping lines within required deadlines. Review and perform secondary checks on Letters of Credit (LCs). Prepare and submit export instructions for customs clearance. Liaise with service providers regarding export certificates and supporting documentation. Review and approve Bills of Lading and export certificates for accuracy. Compile final export documentation packs. Distribute shipping documents, packing lists and Air Waybills to customers and overseas agents. Liaise with banks to facilitate the timely release of documentation. Ensure all documentation complies with company procedures, customer requirements and international trade regulations. Identify and resolve documentation discrepancies before submission. Provide administrative support to the wider South African operations team as required. Minimum Requirements Previous experience in an export or import documentation or administration role. Previous experience working with Letters of Credit (LCs) would be highly advantageous. Strong understanding of export documentation processes and shipping documentation. Exceptional attention to detail with a high degree of accuracy. Excellent organisational skills with the ability to prioritise multiple tasks and meet strict deadlines. Strong literacy and numeracy skills. Good computer literacy with proficiency in Microsoft Office. Excellent communication skills and the ability to work effectively with internal departments, freight forwarders, shipping lines, banks and customers.