Documentation Executive

Manage daily operation activities for both Import & Export Documentation:
· Export Documentation:
- Receive booking confirmation, basic information for handling shipment from CS/ salesman if freehand shipment & agent if nominate shipment.
- Check shipment terms: CIF or FOB or DAP, DDU, DDP,... to inform relevant departments to handle shipment.
- Follow deadline cut off time to push shipper to pick up empty cont, send SI/VGM on time.
- Submit SI/ VGM to Carrier via web/ email
- Create job file, HBL on internal system.
- Send Draft BL; ISF information; vessel schedule to shipper and get their confirmation, amend BL if any.
- Follow ETD, vessel schedule to file AMS/ ISF for US shipment/ ACI/ Emanifest for CA shipment/ AFR for JP shipment to system 48 hours before ETD.
- Send pre alerts and make Credit note/ Debit note to agent.
- Make Debit note on system, send Debit note and confirm ATD to shipper.
- Receive Debit note from Carrier, check and generate payment request according to deadline payment.
- Resolve all the matter arising.
- Update status frequently to relevant parties.
- Follow the shipment until the shipment is delivered to destination and returned empty container to carrier.
- Check shipment and clear all billing/ costing on internal system.
- Report monthly and close file on system when the shipment is done.
- Report to leader/Manager
- Other assignments (if any)
· Import Documentation:
- Receive documents from overseas: HBL, MBL, vessel schedule, Invoice and packing list.
- Send documents to customers for recheck and get confirmation.
- Require Agent to revise information if has any wrong info
- Follow up shipment and update status to customer.
- Submit manifest
- Receive AN and Debit Note from Carrier, check and create payment request
- Create Arrival Notice/ Debit note to send customer.
- Create Delivery Order, send Master DO and House DO to Logistics team to pick up shipment or send to customer if CY-CY shipment.
- Book trucking to pick up cargo/ container.
- Update shipment status to relevant parties.
- Report to leader/Manager
- Other assignments (if any)