Documentation Executive

To handle import-export documentation tasks for oversea partners (Liner-NVOCC shipping agencies/ Freight Forwarding Services)

* Export Documentation:

- Receive 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)

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

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

- Assign manifest declaration rights to customers/partners

- Upload and submit export manifest documents (Master & House BL) onto customs system,

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

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

- Perform Docs closing in system and/or send export documents (Bill of Lading, EDI, freight collect advice, telex release, loading list etc.) to POD agents / principals before deadline,

- Check and follow payment status /Docs status with oversea partners in order to release OBL or telex release in time,

- Solve any problem happening to the shipments until cargo to be released at destination

- Co-ordinate and follow up with customers, local offices at overseas to resolve any issues related to Export Bill of Lading: B/L or manifest amendment, extend S/I cut-off, vessel delay, shipping certificate, LOI submission, any special requirement from L/C, overdue payment, late payment, COD request, extra charges at destination to recover from shipper etc,

- Co-ordinate and follow up with principals, vendors, partners, and related departments to to resolve any issues related to Export Bill of Lading: B/L or manifest amendment, extend S/I cut-off, back-dated B/L, vessel delay, shipping certificate, LOI submission, any special requirement from L/C, overdue payment, late payment, COD request, extra charges at destination to recover from shipper etc,

- 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 as assigned by departmental team leader and/or managers.

* Import Documentation:

- Update import customers contact details into 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.

- Create import customs manifest documents and assign manifest declaration right for partners / SOC customers / forwarders / agents and inform them the deadline to upload / submit manifest onto customs systems.

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

- Send/collect discharge list to partners, SOC customers.

- Upload and submit import manifest data onto customs systems.

- Prepare and send full discharge list with special Docs (e.g. DG, OOG, Scrap etc.) to vessel operators or operations team or terminals.

- Prepare and send inland transport manifest and order to vendors / terminal and follow up (if any).

- Release and extend D/O to customers as per D/O release procedure.

- Update daily container movement into import file for DND calculation purpose.

- Check and confirm final DEM/DET/Storage/Repair charge to be collected from customers as per Deposit refund procedure.

- Report to principal of import overdue cases and co-ordinate with principals / customers / other related departments to resolve.

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

- 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 as assigned by departmental team leaders and/or managers.

- 2-5 years working experience in import - export documentation for shipping, logistics companies

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

- Good shipping & logistics knowledge

- Candidates that have worked overseas in Singapore / Malaysia would be an advantage

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

- Good spoken and written English is essential,

- Good communication, problem solving skills,

- Strong at SOP/KPI management