Documentation Executive

To handle import-export documentation tasks for oversea partners (Liner-NVOCC Shipping agencies/ Logistics Solutions)
• Export Documentation:
o Receive and chase for Shipping instruction (S/I) from customers or oversea partners,
o Verify S/I and create Bill of Lading (B/L) in systems (principals and oversea partners)
o Update export customers' contact details/codes into principals' and agent's system.
o Send Draft B/L to customers for confirmation, proceed with any B/L amendment requests by customers,
o Submit and check Master B/L Shipping instructions to carriers,
o Declare export manifest (Master & House BL) into customs system,
o Declare DG information into terminal system, customs system
o Apply freight/local charges into oversea partners' and principals' system
o Generate and send Debit Notes or Invoices of freight, local charges, amendment charges etc to customers for payment.
o Complete B/L production after vessel sails, perform Docs and vessel closing in systems,
o Send pre-alert and final export documents (Bill of Lading, EDI, freight collect advice, telex release, loading list etc.) to POD agents / principals before deadline,
o Co-ordinate and follow up with customers, local and oversea front offices to resolve any issues related to Export Bill of Lading: B/L or manifest amendment, extend S/I cut-off, vessel delay, LOI submission, switch B/L, etc,
• Import Documentation:
o Update import customers' contact details/codes into principals and agent's system.
o Support customers to register IDs in agent's online platform for import transactions.
o Receive import Docs from POL agents or retrieve EDI data from principal system, check and update B/L data into agent's system.
o Update freight/charges, free time into B/L data into agent's system.
o Check if any special cargoes that need customers / partners to submit additional Docs and do the needful.
o Declare import manifest, transshipment manifest into customs systems
o Declare DG manifest, DG information into terminal system
o Support customers and front offices with any request related to customs manifest, e.g. manifest amendment, manifest declaration approval,
o Send Arrival Notice and Debit Note/ Invoices to customers using oversea partners' system or manual.
o Perform discharge confirmation, vessel closing in principals' systems, terminal systems
o Handle any other import documentation issues or requests from oversea partners, customers, terminals, vendors, partners, agents, principals etc,
• Others:
o Update and send daily, monthly reports to team leaders, oversea partners, management, finance, and all relevant departments,
o Ensure all SOPs, T&O, KPIs set by team leaders or managers and oversea partners are followed and met.
o Handle other jobs assigned by departmental team leaders and/or managers.