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.