Senior Documentation Controller

SUMMARY:
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POSITION INFO:

Introduction

A global commodity merchant (trading and investment) based in Randburg is looking for an experienced Senior Documentation Controller.
The Senior Documentation Controller is responsible for leading and overseeing the full spectrum of export, trade, and operational documentation across the group. The role ensures strict compliance with Letters of Credit, regulatory requirements, banking standards, and internal controls. The Senior Documentation Controller acts as the primary escalation point for complex documentation issues, drives process improvements, and supports cross-functional teams in Finance, Operations, Marketing, and Logistics. This senior role provides expertise, leadership, and risk oversight and management within the documentation function.

Duties & Responsibilities

• Oversee the preparation and validation of all export documentation in alignment with LCs, UCP500/UCP600, Incoterms, and international trade requirements.
• Manage high-risk documentation sets including COO, COA, COW, BL, CIQ, and commercial invoices.
• Ensure accuracy, completeness, and timely issuance of documents to Finance, Operations, and external stakeholders, working within the strict constraints of issued financial instruments.
• Resolve discrepancies with banks and counterparties to minimise operational and financial risks.
• Lead the review, amendment, and finalisation of sales and purchase contracts.
• Support drafting contract terms in collaboration with Operations and Finance.
• Oversee documentation workflows with buyers, suppliers, surveyors, banks, and shipping agents.
• Supervise tracking, releasing, and reconciliation of payments with local and foreign banks.
• Oversee management of CFC accounts, FX contract schedules, and related reporting.
• Act as senior liaison with trade finance teams and banking partners.
• Manage oversight of CMAs, including warehouse receipts, FFRs, cargo movements, and service provider documentation.
• Ensure facility documentation is accurate, complete, and audit-ready.
• Monitor contractual milestones such as LC shipment deadlines and CIQ issuance, as well as purchase and sale contract commitments.
• Escalate risks early and propose corrective actions to internal teams.
• Ensure best-in-class electronic filing and document retention across ventures.
• Work with internal members to assist with enhancements to EDMS systems, trackers, and ERP modules.
• Drive standardisation of documentation templates and workflow controls.
• Monitor regulatory changes in export/import laws, sanctions, customs requirements, and LC rules.
• Implement process updates and train the team accordingly.
• Support KYC/AML processes for customers and suppliers.
• Identify process gaps and lead optimisation and automation initiatives.
• Maintain an early-warning system for compliance risks, shipment delays, and documentation bottlenecks.
• Serve as senior escalation point for documentation issues across China Marketing, Singapore and Mauritius Operations, and Finance.
• Participate in weekly traffic & ops meetings and maintain visibility of documentation status and payment flows.
• Participate in system upgrades, process redesign, and internal projects.

Desired Experience & Qualification

Technical Skills

• Expert knowledge of, and experience with, LC documentation, UCP500/UCP600, Incoterms, and international trade processes.
• Strong competence in preparing and reviewing export documents (BL, COO, COA, COW, CIQ, invoices).
• EDMS, SharePoint, ERP systems, and Excel proficiency.
• Strong ability to identify and resolve bank discrepancies.

Regulatory & Compliance Skills

• Detailed knowledge of global customs and import/export regulations.
• Strong understanding of KYC/AML obligations.
• Ability to embed regulatory changes into internal workflows.

Analytical & Operational Skills

• High numerical accuracy and analytical capability.
• Ability to manage high-volume documentation under pressure to ensure timeous and accurate delivery.

Leadership & Communication Skills

• Ability to mentor and supervise other staff where needed.
• Strong written and verbal communication skills across multiple jurisdictions.
• Skilled in cross-functional alignment and conflict resolution.

Experience Requirements

• 7+ years experience in trade documentation, export operations, or logistics documentation.
• Experience in commodity trading, mining/metals, shipping, or trade finance environments. Bank experience is an advantage.
• Demonstrated expertise working with trade finance banks on LC issuance, negotiation, and discrepancy resolution.
• Experience improving documentation workflows and contributing to system enhancements.
• Leadership or senior escalation responsibilities within documentation teams.

Package & Remuneration

R 60 000 CTC per month.

Interested?

Please mail your CV to hr1 (at) peopledimension (dot) co (dot) za

Shortlisted applicants will be contacted within 2 weeks, if you do not hear from us by then your application for this position was unsuccessful, but you have been added to our database for future vacancies.