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.
