We are looking for a highly organized and detail-oriented Export Documentation Specialist to join a one-stop provider for all of your shipping and transportation needs between North America and the Russian Far East.
In this role, you will be responsible for managing export documentation processes, ensuring compliance with customs regulations, and delivering exceptional service to our customers and partners. You will collaborate with various stakeholders to facilitate smooth shipping operations and resolve documentation-related issues efficiently. Key Responsibilities
Customer Documentation Management:
Receive and process Shipping Instructions (S/I) from customers.
Promptly remind customers to provide mandatory information required by destination customs authorities.
Prepare and send Draft Bills of Lading (B/L) for customer verification and approval.
Handle customer requests for B/L amendments with accuracy and efficiency.
Issue and send Debit Notes (D/N) to customers and address any feedback or concerns.
Monitor outstanding payments, apply late payment fees, and follow up with customers to ensure timely settlements.
Data Entry and System Management:
Accurately input Bill of Lading (B/L) data into the internal system.
Check and update any additional incurred costs (e.g., reefer plugging, storage, demurrage/detention, late payment fees) in the system.
Upload export manifest data to the VN Customs website (VNSW) to ensure regulatory compliance.
Create and process Final Original Master BL (FOML) and empty B/Ls for principals after vessel departure.
Lock vessel data after departure to finalize the shipment process.
Export Documentation Coordination:
Issue and release Original Bills of Lading (OBL) or Telex Release after verifying container loading status.
Generate telex release in the system and notify Port of Discharge (POD) agents accordingly.
Ensure timely dispatch of export documents to agents and principals.
Handle various documentation requests from customers, including Switch B/Ls, elsewhere payments, advance invoices, destination charges, complaints, and claims.
Coordinate with POD agents and principals to resolve documentation-related issues such as manifest mismatches, seal discrepancies, and cargo status inquiries.
Manage transshipment cargo from Southeast Asian countries to Russia, ensuring efficient cargo flow.
Yêu Cầu Công Việc
Fluency in English (both written and spoken).
2-3 years of experience in a similar role within the shipping or logistics industry.
Strong knowledge of the VN Customs website (VNSW) and its procedures.
Proficiency in FAST software for documentation processing.
Exceptional attention to detail and a high level of accuracy.
Solid understanding of shipping operations and logistics processes.
Excellent communication and problem-solving skills.
Ability to work under pressure and meet tight deadlines.
Preferred Skills & Experience Prior experience handling export documentation for the Russian market is highly preferred.
Benefit:
We offer a competitive compensation package along with comprehensive benefits, including:
Benefits in full compliance with VN labor law.
13th-month salary bonus.
Annual health check-up.
Medical and accident insurance.
Mobile phone allowance within company limits.
14 annual leave days and 9 medical leave days per year (doctor’s note required for absences beyond one day).
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