Position Summary:
The Documentation Clerk is responsible for managing import and export documentation to ensure compliance with customs regulations and company policies. This role works closely with customs authorities, port officials, forwarders and internal teams to facilitate smooth clearance and timely delivery of goods. It also involves tracking shipments, maintaining accurate records, and staying updated on regulatory changes to support efficient logistics operations.
Key Responsibilities:
Independently handle and manage shipments in accordance with established Standard Operating Procedures (SOPs).
Coordinate shipment documentation, including obtaining Shipping Instructions (SI) from customers, preparing Bills of Lading (HBL/MBL), and ensuring all shipping documents are completed accurately and on time.
Ensure timely submission of regulatory filings, including AMS, ISF, and ACI, in compliance with carrier and customs requirements.
Prepare and submit
shipper debit notes for invoicing purposes, and coordinate with carriers and the Accounts Department to ensure invoices and debit notes are issued promptly and payment arrangements are completed before the carrier's ETD deadline.
Monitor customer payments and, upon receipt, arrange Telex Release (TLX) instructions and prepare surrendered HBLs where required.
Provide timely shipment updates to customers and overseas agents, including vessel schedule changes, ETD/ETA delays, and changes to the Port of Discharge (POD).
Follow up on payment status and ensure the timely issuance of Telex Release HBLs and Master Bill Sea Waybills (MBL SWB).
Monitor and manage shipments from booking confirmation through to final delivery at destination.
Liaise effectively with customers, overseas agents, carriers, and internal departments to ensure smooth shipment execution.
Perform any other duties assigned by the Superior.
