Invoicing Quality Controller

Job Purpose

We have an exciting position in our Forwarding department for an Invoiciing Quality controller to ensure accurate, complete and timely billing across Ocean Imports Forwarding by quality-checking pro forma freight invoices against client agreements and supplier costs; monitoring file profitability, work in progress (WIP), accruals and unbilled items; coordinating groupage and document flows; and ensuring shipments are handed over and released in line with operational, financial and compliance requirements.

Qualifications & Experience

Qualifications:

• Grade 12 / Matric (essential)
• Relevant tertiary qualification in logistics, supply chain, finance or commerce (advantageous)
• Accredited shipping or freight-forwarding unit standards (advantageous)
• Financial or accounting qualification (advantageous)

Experience

• At least 5 years’ experience as a Forwarding Controller or in a comparable ocean-import forwarding role
• Strong working knowledge of freight invoicing, estimates, client tariffs and carrier pricing
• Proven end-to-end knowledge of de-groupage and groupage operations on a route basis
• Sound knowledge of Incoterms®, international forwarding conditions, documentation and procedures
• Working knowledge of South African landside procedures and documentary requirements
• Practical understanding of file profitability, basic accounting, WIP, accruals and unbilled items
• Proficiency in CargoWise and Microsoft Office, particularly Excel and Outlook
• Strong geographical knowledge relevant to international forwarding

Key Responsibilities

• Invoice quality control: Review shipment files and pro forma freight invoices before final billing to confirm charge completeness, accuracy and supporting evidence.
• Contract and rate validation: Validate customer charges and supplier freight rates against contractual agreements, approved estimates and current tariffs; initiate credit or recovery actions where discrepancies arise.
• Profitability control: Review file profit and loss, investigate unusual profits or losses, identify false-margin risks and escalate material exceptions before final invoice or shipment release.
• WIP and accrual management: Monitor WIP, accrual and unbilled reports; investigate aged or incorrect items and drive queries to resolution within month-end deadlines.
• Data and document integrity: Ensure mandatory shipment data and supporting documents are captured accurately and timeously in CargoWise.
• Groupage operations: Plan and coordinate groupage and de-groupage activities, including document receipt, file creation, pre-capture and container-unpack arrangements.
• Stakeholder coordination: Maintain close follow-up with origin offices, co-loaders, shipping lines, groupage agents, unpack depots and clearing agents to obtain shipping documents, SOBs and charges.
• Shipment handover: Prepare complete and timely handover packs for clearing agents acting on behalf of overseas agents.
• DAP shipments: Arrange DAP shipments in accordance with the approved operating process and agreed service commitments.
• Release control: Authorise shipment release only after validating negotiable documents, required approvals and payment of applicable charges.
• Advance notifications: Ensure shipments and consol files are pre-captured and ANFs are issued 5–7 working days before vessel arrival, where information is available.
• Finance query support: Resolve forwarding and overseas-invoice queries in collaboration with Finance and operational stakeholders.
• Query management: Record, prioritise, follow up and close operational, billing and supplier queries with a clear audit trail.
• Team support: Support the Forwarding Manager and Controllers during urgent workloads, backlogs and staff shortages.
• Coaching and compliance: Guide Assistant Controllers on de-groupage documentation, pricing and billing requirements and reinforce adherence to company procedures and delegated authority.