Documentation Staff (Freight Forwarding)

Mô tả Công việc
Receive assigned shipments and check the SI/VGM cut-off with carriers/co-loaders.
Request and collect Shipping Instructions (SI) and Verified Gross Mass (VGM) from shippers.
Verify booking details against SI and ERP data, including freight terms and shipping schedules.
Create House Bills of Lading (HBL) in the ERP system with complete and accurate shipment information, including shipper, consignee, notify party, container/seal numbers, cargo description, and move type.
Create Master Bills of Lading (MBL) in the ERP system and carrier websites in accordance with the agent's SOP. Submit SI and VGM to carriers within the required deadlines and ensure all HBL and MBL details are consistent.
Send draft HBLs to customers for confirmation
Monitor ATD, update shipment status promptly, and issue the final HBL to the shipper.
Print Original Bills of Lading (OBL) after ATD and arrange payment collection from shippers when applicable.
Monitor BL/Job files Reports to ensure AMS, ACI, ISF, ICS2 and EMNF filings are completed at least 48 hours before ETD.
Review ERP reports daily to monitor filing status (e.g., 1Y, 3Z) and coordinate with carriers to resolve any outstanding filing issues.
Follow up on carrier notifications, including schedule changes, delays, vessel changes, commodity check and other operational updates, and promptly communicate them to all relevant parties.
Follow up on requests or amendments from shippers and overseas agents, and ensure all changes are updated accurately and in a timely manner.
Verify ocean freight, local charges, and any additional charges with carriers, and coordinate payment requests with the Accounting team.
Issue debit notes to shippers and invoices to overseas agents or other related parties.
Send pre-alerts, Shipping Advice (SA), Packing Lists (P/L), Commercial Invoices (C/I), and other required documents to overseas agents in accordance with deadlines and SOP requirements.
Resolve shipment issues and provide timely support to customers throughout the shipping process.
Maintain strong working relationships with carriers, customers, suppliers, and coordinate effectively with internal departments to ensure smooth operations.
Report shipment status and operational performance to the Manager on a daily, weekly, and monthly basis, and perform other duties as assigned.