Documentation Executive

To handle import-export documentation tasks for oversea partners (Liner-NVOCC Shipping Agencies/ Logistics Solutions)

* Export Documentation:

- Receive and chase for Shipping instruction (S/I) from customers or oversea partners,

- Verify S/I and create Bill of Lading (B/L) in systems (principals and oversea partners)

- Update export customers’ contact details/codes into principals’ and agent’s system.

- Send Draft B/L to customers for confirmation, proceed with any B/L amendment requests by customers,

- Submit and check Master B/L Shipping instructions to carriers,

- Declare export manifest (Master & House BL) into customs system,

- Declare DG information into terminal system, customs system

- Apply freight/local charges into oversea partners’ and principals’ system

- Generate and send Debit Notes or Invoices of freight, local charges, amendment charges etc to customers for payment.

- Complete B/L production after vessel sails, perform Docs and vessel closing in systems,

- Send pre-alert and final export documents (Bill of Lading, EDI, freight collect advice, telex release, loading list etc.) to POD agents / principals before deadline,

- Co-ordinate and follow up with customers, local and oversea front offices to resolve any issues related to Export Bill of Lading: B/L or manifest amendment, extend S/I cut-off, vessel delay, LOI submission, switch B/L, etc,

* Import Documentation:

- Update import customers’ contact details/codes into principals and agent’s system.

- Support customers to register IDs in agent’s online platform for import transactions.

- Receive import Docs from POL agents or retrieve EDI data from principal system, check and update B/L data into agent’s system.

- Update freight/charges, free time into B/L data into agent's system.

- Check if any special cargoes that need customers / partners to submit additional Docs and do the needful.

- Declare import manifest, transshipment manifest into customs systems

- Declare DG manifest, DG information into terminal system

- Support customers and front offices with any request related to customs manifest, e.g. manifest amendment, manifest declaration approval,

- Send Arrival Notice and Debit Note/ Invoices to customers using oversea partners’ system or manual.

- Perform discharge confirmation, vessel closing in principals’ systems, terminal systems

- Handle any other import documentation issues or requests from oversea partners, customers, terminals, vendors, partners, agents, principals etc,

* Others:

- Update and send daily, monthly reports to team leaders, oversea partners, management, finance, and all relevant departments,

- Ensure all SOPs, T&O, KPIs set by team leaders or managers and oversea partners are followed and met.

- Handle other jobs assigned by departmental team leaders and/or managers.

- 1 year or more working experience in import - export documentation for shipping, logistics companies is an advantage

- Fluency in English, with proficiency in at least one additional Asian language (Chinese, Japanese, or Korean), is required

- Good communication, problem solving skills,

- Strong at SOP/KPI management

- Good shipping & logistics knowledge

- Good discipline, teamwork spirit; hard working, careful and responsible, able to work under pressure

- Prefered bachelor’s degree either in Marine Transportation or Foreign Trade or Economics or Logistics Management