Job Description

Job Purpose

To serve as the primary link between the client (a pharmaceutical manufacturer and distributor) and the operations team of BIL, ensuring accurate and timeous logistics administration, coordination of imports and exports, seamless communication with buyers, warehouse teams, operations controllers, and transporters. This role ensures all shipments are tracked, documented, and executed to meet compliance, temperature control, and critical care standards.

Qualifications & Experience

Qualifications


Matric / Grade 12 essential Professional certifications in Customs Clearing or Freight Forwarding preferred. Proficient in MS Office (Excel essential) & Track-and-Trace Systems Valid driver's license

Experience


3 - 5 years in a clearing and forwarding environment At least 5 years as a controller Experience in customs clearing and forwarding(imports and exports) Experience in healthcare or pharmaceutical logistics (advantageous) Interacting with clients to manage expectations and provide updates Handling urgent or escalated shipment queries Working with shipping lines and transporters Preparing shipping and weekly reports.

Key Responsibilities

Document Control & Filing


Maintain proper file structure in AICC In-House Folder Ensure physical and digital files are labelled and complete Ensure document order (Sea/Air formats) is followed.
Service Provider and Transporter Liaison


Liaise with courier/transporters on delivery schedule Coordinate export pickups with SPX/BIL Track damages, raise claims with Buyer & Shireen Notify stakeholders of any delivery failure Validate proof of delivery and signoffs.

System and Data Integrity


Ensure accurate capturing of shipment data in the shipping report and related systems Keep the report open and updated daily, saving after each entry Coordinate access and version control with other users (e.g., Buyer, logistics manager) Follow sequence for client reference number creation (especially for exports).

Reporting & Communication


Send out Status Reports (Report 2) every Monday, Wednesday, and Friday by 09:30-10:00 Distribute On-Water Reports every Monday and Friday morning Follow up on pending updates from Freight Controllers.

Supplier & Controller Liaison


Follow up with freight controllers for pre-alerts, AWB/HBL, invoices, and other shipping docs Maintain communication logs with suppliers and controllers for reference

Regulatory & Compliance Monitoring (Pharmaceutical-Specific)


Ensure all imports comply with SAPHRA, GMP, and related pharmaceutical regulations Confirm each shipment has valid permits and regulatory documentation before clearance Coordinate proactively with regulatory team to pre-approve documentation Ensure cold-chain documentation and temperature control logs are archived per SOP.

Temperature-Controlled and Sensitive Cargo Management


Confirm pre-alerts indicate cold chain requirements Escalate any deviation from temperature requirements immediately Ensure courier and warehouse teams are briefed on handling procedures.

Stakeholder Engagement and Client Service


Attend scheduled meetings with client supply chain and buyers to discuss shipment status Act as the single point of contact for all import-related queries Provide daily or real-time shipment updates for high-priority orders Maintain positive relationships with all client stakeholders.

Risk Management and Escalation Handling


Monitor end-to-end shipment movement for risks (e.g., delays, customs stops, strikes) Escalate risks with mitigation proposals before they impact delivery * Work closely with senior management and operations on critical incident resolution.