Junior Documentation Coordinator Europe

Founded in 1996 in South Africa and identified in London Stock Exchange’s ‘1000 Companies to Inspire Britain’, M&S Logistics is a global tank container operator specialising in the intermodal transport of bulk liquids with a fleet size of over 9,500 tank containers. The company’s headquarters is in the UK with offices in the Netherlands, Singapore, South Africa, Korea, China, Dubai, Thailand, Taiwan, India, France, Germany and The Americas with further office openings planned this year.

We believe that by creating mutually beneficial relationships and adding value to every person or organization that works with us, we will attract and retain the best people, be they staff, customers or suppliers. This will enable us to successfully grow the business in size and profit.

Are you driven by delivering the best customer service in line with a commercial approach to help us grow and succeed?  Then we have the following vacancy for you:

Job Title:                Junior Documentation Coordinator Europe

Site:                        Cape Town

Hours:                     37.5 per week, Monday to Friday, 8:00am-4.30pm (EU                                         Summer) and 8:30am-5.00pm (EU Winter)

Line Manager:        Operations Team Lead

The purpose of this role is:

To manage all day-to-day documentation activities for the European Region. You will ensure that all documentation processes meet the established operational KPIs and support smooth, efficient shipping operations across Europe.

What You Will Do:-

Documentation & Compliance

• Prepare, verify, and submit all shipping documentation accurately and on schedule.


• Follow up on draft HBL approvals and update MBL details with shipping lines when required.


• Maintain accurate, up-to-date records in tracking sheets and internal systems.


• Ensure all documents and related communication are properly saved on SharePoint.

Communication & Coordination

• Respond promptly and professionally to customer, vendor, and internal inquiries.


• Monitor vessel schedules several times per week and proactively update customers with revised ETD/ETA information.


• Serve as a key point of contact for documentation and shipping inquiries within the EU region. This involves submitting ISF, VGM, SARS SA.

Operational Support

• Update systems so that all documents are complete and ready for customers and destination offices.


• Serve as the main point of contact between the operational department, shipping lines, and customers to ensure final documentation for their orders.


• Follow billing procedures for pre-demurrage cases.


• Support implementation of new processes, system changes, and work instructions within agreed timelines.


• Participate in required training to stay current with new procedures.

Quality & Performance

• Collaborate with the Team Leader to address documentation issues, KPI deviations, and customer complaints.


• Ensure all operational KPI’s are met for relevant customers.


• Review and acknowledge annual goals and KPIs before the end of January each calendar year.


• Investigate and report any daily documentation-related complaints to the Team Leader.

Team Collaboration

• Provide backup support to team members during absences (vacation or illness) to ensure continuity of service.

What You Will Bring:-

• Knowledge of documentation; Shipping Instructions, Bills of Lading, VGM, ISF, SARS SA and billing procedures.


• Strong attention to detail and excellent organisational skills.


• Strong IT, verbal, and written communication skills.


• Experience using Microsoft Office.


• Ability to manage multiple tasks and work independently in a fast-paced, deadline-driven environment.


• Confident communication with customers and shipping lines.


• Knowledge of ADR and IMDG regulations.


• Prior experience in international transportation or the logistics industry.


• A strong team ethic and alignment with the company’s values, demonstrating professionalism, reliability, and a positive attitude.


• Strong interpersonal skills and the ability to effectively follow up on outstanding tasks.

What You Will Receive:-

• A competitive salary.


• Discretionary bonuses.


• 15 days of holiday plus statutory holidays.


• Your birthday is important, so you get the day off!

• A long service day each year for every 5 years of service, up to a maximum of 5 days at 25 years’ service.

• A caring, friendly, family-oriented culture with strong values.


• Flexibility to balance home and work.


• The opportunity to work in a multicultural environment.


• A medium-sized company where you will be known and valued.


• Investment in your ongoing training and professional development.

Assessment for this role will be:-

 
CV, competency-based interview, role-based assessment (Maths/Excel/Writing skills test)          

We welcome you to an international environment with an enthusiastic and dynamic team located in our existing office in Cape Town, South Africa with strong links to our European offices in The Netherlands, France and the UK, with a wider reach to our other global offices.

Do you feel this role is for you? Please don’t hesitate to send in your application as soon as possible.

The candidate needs to live within commuting distance of our Cape Town office.

A Person Specification and Job Description can be provided on request by emailing [email protected]                  

We are an equal opportunities employer. No recruitment agencies please.