EXPORT - IMPORT DOCUMENTATION EXECUTIVE

Document Preparation & Management

- Send shipment notifications and pre-alerts to customers.

- Draft and process Bills of Lading (B/L) directly on shipping line systems or submit Shipping Instructions (SI) to freight forwarders.

- Coordinate with inspection agencies to arrange certificates and surveying for each shipment.

- Prepare and complete the full export documentation set including commercial invoices, packing lists, certificates of origin, phytosanitary certificates, inspection certificates, and other required documents.

- Review import documents and process payments to suppliers.

- Archive and maintain organized records of all export-import documentation.

Payments & Cost Tracking

- Review debit notes and process local charges payable to shipping lines, forwarders, and inspection agencies.

- Monitor customer payment schedules and vessel sailing schedules.

Communication & Coordination

- Communicate directly with customers, shipping lines, inspection bodies, and relevant authorities via email and phone.

- Respond to queries and document discrepancies in a timely and professional manner.

- Coordinate internally with the Operations and Sales teams to ensure documentation aligns with shipment timelines and contract terms.

Reporting

- Report work progress to the department head on a regular basis.

- Prepare and submit weekly reports on documentation status and outstanding tasks.

- Take on additional tasks as assigned by management.

- Bachelor's degree in Foreign Trade, International Business, Economics, or a related field.

- At least 1 year of hands-on experience in export-import documentation.

- Solid understanding of trade documents, with particular emphasis on Bills of Lading and the full export documentation set.

- Working proficiency in English — reading trade documents, writing professional emails, and communicating with overseas partners by phone.

- Comfortable working with software systems; experience with shipping line portals or trade management tools is a plus.