Documentation specialist

What You Can Expect:

A. Shipment Documentation Management

1. Receive and review complete job instructions and pre-alert documentation from the Customer Solutions team.
2. Receive, acknowledge, verify, and process pre-alert documentation to ensure completeness, accuracy, and compliance with customer and regulatory requirements.
3. Conduct comprehensive document checking and validation of:
• House Bill of Lading (HBL)
• Ocean Bill of Lading (OBL)
• Commercial Invoices
• Packing Lists
• Certificates and permits
• Shipping Instructions
• Other shipment-related documentation
4. Verify House Bills of Lading (HBL) to ensure accuracy and prevent discrepancies before cargo release under various bill of lading arrangements.
5. Manage and maintain shipment documentation files, ensuring all mandatory documents are filed accurately and are readily accessible.

B. Monitoring Shipment Arrival

1. Receive and monitor arrival notices from liners, shipping agents, and co-loaders and prepare/send company arrival notices to consignees and notify parties.
2. Assist with Customer Solutions to inform the arrival details to respective broker / consignee.
3. Ensure that all arrival notices shall check and verify with the pre-alert has fully received to ensure for on time manifest submission.

C. Manifest Management and Submission

1. Prepare, validate, and submit import cargo manifests within regulatory deadlines and in accordance with customs authority requirements.
2. Ensure complete and accurate transmission of shipment data, including consignee, shipper, cargo description, container details, weights, and routing information prior to manifest submission.
3. Review House Bills of Lading (HBL), Master Bills of Lading (MBL), and supporting shipping documents to ensure manifest information is consistent and compliant before filing.
4. Perform timely electronic filing of manifests through government-authorized platforms, including E2M and other customs or trade facilitation systems as required.
5. Monitor manifest submission status and promptly resolve rejected, suspended, or error transactions to avoid shipment delays and regulatory penalties.
6. Coordinate with carriers, co-loaders, overseas offices, and customs brokers to obtain missing or corrected information required for manifest filing.
7. Submit manifest amendments, corrections, and updates whenever shipment information changes after the original filing.
8. Maintain accurate records of all submitted manifests and related acknowledgments for audit and compliance purposes.
9. Monitor manifest filing deadlines and establish controls to ensure 100% on-time submission of all required declarations.
10. Investigate manifest discrepancies and coordinate corrective actions with internal and external stakeholders.
11. Generate periodic manifest compliance reports and provide updates on filing status, exceptions, and regulatory concerns to management.
12. Keep updated on changes in customs regulations, trade compliance requirements, and electronic manifest submission procedures affecting freight forwarding operations.
13. Ensure all manifest-related milestones, status codes, and compliance activities are properly recorded in the operational system to maintain 100% data quality standards.

D. Import Documentation and Delivery Order Processing

1. Prepare documentation requirements once receipt of endorsement documents from appointed broker, including:
• Container Guarantee
• Letter of Authorization
• Delivery Order
• And other documents required for CRO / DO Request to Carrier / Co Loader / Airline
2. Coordinate and process the Delivery Order (D/O) to liners and shipping agents.
3. Facilitate Delivery Order exchange with consignees and customs brokers after:
• Verification of House Bill of Lading
• Settlement of applicable charges
• Compliance with release requirements
4. Support customs clearance activities and documentation completion where applicable.

E. Continuous Improvement

1. Support process improvement initiatives related to documentation and operational efficiency.
2. Participate in training and development activities.
3. Perform other duties and responsibilities as assigned by management consistent with the position

KPIs adherence in Operational System

1. Operational System Compliance
2. Maintain 100% accuracy of shipment milestones and status codes.
3. Complete 100% manifest filings within regulatory timeframes.
4. Minimize documentation discrepancies and billing errors.
5. Ensure complete and compliant filing of all shipment documentation.
6. Meet customer reporting requirements within agreed timelines.
7. Support customer satisfaction through timely and accurate execution.

What You Bring:

Education and Experience

• Bachelor's Degree in Logistics, Supply Chain Management, Business Administration, Customs Administration, International Trade, or a related field.
• Relevant freight forwarding certification is an advantage.
• Minimum 2-3 years of experience in freight forwarding logistics, shipping, or import/export documentation.
• Experience handling ocean freight and air freight documentation.
• Experience in customs documentation and cargo release processes preferred.
• Exposure to pricing, procurement, and freight operations is an advantage.

Knowledge and Skills Competencies

• Knowledgeable in local and international freight forwarding procedures.
• Knowledgeable in import and export documentation processes.
• Strong understanding of customs laws, regulations, and trade compliance requirements.
• With strong understanding of Incoterms.
• Knowledgeable in ocean freight, air freight, and multimodal transportation.
• Familiarity with manifest filing requirements and customs platforms.
• Strong understanding of carrier, co-loader, and shipping line documentation requirements.
• Familiar with industry-standard programs and able to operate standard systems relevant to the position.
• High proficiency in freight forwarding and logistics management systems.
• Familiarity with E2M and other customs-related electronic platforms.
• Microsoft Office proficiency, particularly Excel, Word, and Outlook.

Behavioral Competencies

• Strong documentation management skills.
• Strong customer service orientation.
• Excellent communication and coordination skills.
• High attention to detail and accuracy.
• Strong organizational and time management skills.
• Strong analytical and reporting capabilities with problem-solving mindset.
• Ability to work independently with minimal supervision.
• Highly motivated and willing to learn new processes.
• Ability to receive and apply feedback constructively.
• With professional working attitude, approachable, and team-oriented.
• Highly trainable and adaptable in a dynamic logistics environment.