Shipping Documentation Executive (Bulk & Container)

ICT Group Vietnam is looking for a Shipping Documentation Executive to join our team and take responsibility for shipping documentation and shipment coordination for bulk cargo and containerized shipments.
This role is ideal for a young, motivated professional with hands-on shipping experience who wants to build a long-term career in the maritime and logistics industry.
You will initially focus on shipping documentation and shipment operations. As you gain a strong understanding of our business and customers, you will have the opportunity to expand your responsibilities into Sales Support, Commercial Reporting, Sales Forecasting, and other commercial activities.
KEY RESPONSIBILITIES
1. SHIPPING DOCUMENTATION
• Prepare, review, and manage shipping documentation for bulk cargo and containerized shipments.
• Handle and follow up on key shipping documents, including Bill of Lading (B/L), Shipping Instruction (SI), Cargo Manifest, Delivery Order (D/O), and other relevant documents.
• Verify the accuracy and consistency of vessel, cargo, shipper, consignee, quantity, port, ETD/ETA, and other shipment details across relevant documents.
• Monitor documentation cut-off times and submission deadlines.
• Coordinate with relevant parties to resolve documentation discrepancies and ensure documents are issued accurately and on time.
• Maintain proper records and filing of shipment documentation.
2. SHIPMENT COORDINATION
• Monitor vessel schedules, ETD/ETA, shipment status, and cargo movements.
• Coordinate with shipowners, shipping lines, ship agents, freight forwarders, terminals, customers, and other relevant stakeholders to ensure smooth shipment execution.
• Follow up proactively on shipment milestones and provide timely updates to internal and external stakeholders.
• Identify potential delays or operational issues and coordinate with relevant parties for timely resolution.
• Maintain accurate and up-to-date shipment records.
3. CUSTOMER & STAKEHOLDER COORDINATION
• Communicate with customers, agents, and business partners regarding shipment schedules, cargo information, documentation requirements, and operational matters.
• Coordinate closely with internal teams to ensure accurate and timely flow of shipment information.
• Support the resolution of documentation and shipment-related issues.
• Build professional working relationships with customers and external shipping partners.
4. SALES SUPPORT & COMMERCIAL REPORTING
As you gain experience in shipping operations, the role will gradually expand into commercial responsibilities:
• Support the Sales/Commercial team with customer and shipment data management.
• Prepare weekly/monthly sales reports and shipment performance reports.
• Consolidate data on sales volume, shipment volume, customer activities, and business opportunities.
• Support monitoring of sales performance and sales pipeline.
• Assist in preparing sales forecasts and commercial reports for management.
• Coordinate with Sales and Operations teams to ensure the accuracy of commercial and shipment data.