Import-Export Documentation Staff

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Job Summary
We are looking for an Import-Export Documentation Staff to handle import-export documentation, customs declaration procedures, and related shipment activities. The position will be responsible for ensuring that all shipping and customs documents are accurate, complete, and compliant with applicable regulations, while coordinating with relevant parties to ensure smooth customs clearance and delivery.
Key Responsibilities
1. Document Checking
• Receive and check the validity, accuracy, completeness, and consistency of import-export documents.
• Review shipping documents such as Commercial Invoice, Packing List, Bill of Lading/Air Waybill, Purchase Order, Contract and other relevant documents.
• Check product information and supporting documents to ensure consistency before customs declaration.
• Identify and verify the appropriate HS Code for imported and exported goods.
• Research applicable import duty, export duty, VAT, and relevant specialized management regulations.
• Check requirements related to import/export licenses, quality inspection, quarantine and other regulatory requirements when applicable.
2. Customs Declaration & Submission
• Prepare and input shipment information into electronic customs declaration systems such as VNACCS/VCIS and ECUS.
• Enter detailed shipment information, including product description, quantity, value, port of departure, port of arrival, warehouse and other relevant information.
• Prepare and submit customs declarations through the electronic customs system.
• Monitor customs declaration results and channel classification, including Green, Yellow and Red Channels.
• Coordinate with relevant departments, customs brokers and other parties to resolve issues arising during the customs clearance process.
3. Customs Clearance & Tax Payment
• Follow up on customs clearance procedures and ensure required documents are provided on time.
• Monitor and coordinate the payment of import/export duties and VAT to support timely customs clearance.
• Follow up on customs clearance status and update relevant parties on shipment progress.
• Support the handling of customs-related issues and additional document requests when required.
4. Shipment & Delivery Follow-up
• Monitor shipment schedules and customs clearance status.
• Coordinate with the trucking/transportation team to arrange the delivery of goods to the warehouse after customs clearance.
• Follow up on shipment status and ensure goods are delivered safely and on schedule.
• Coordinate with internal departments, suppliers, forwarders, customs brokers and other relevant parties to ensure smooth shipment operations.
5. Certificate of Origin (C/O)
• Prepare and submit applications for Certificate of Origin (C/O) for export shipments.
• Check the accuracy and validity of C/O documents for import shipments.
• Coordinate with relevant parties to collect and prepare supporting documents required for C/O applications.
• Maintain and organize C/O records and related documentation.
6. Document Filing & Other Duties
• Organize, maintain and archive complete import-export and customs documentation in accordance with company procedures.
• Ensure all shipment documents are properly filed and readily available when required.
• Prepare periodic reports related to import-export shipments and customs activities.
• Perform other import-export documentation and related tasks assigned by the manager.