Executive - Shipping & Documentation

Overview

1. Coordinate, evaluate, prepare & manage shipping documents including daily run activities but not limited to resolve escalations, developing/supporting new process or procedure to enhance productivities as well at database maintenance and reporting.
2. Responsible for invoice creation, preparing related shipping documents based on customer needs, from inhouse document preparation to external certificate application from local authority and external certification bodies.
3. Keep customer posted on shipment schedule, on board & vessel delay. Processing documents and provide complete set to customers timely and on time with full accuracy.

Details

1. Shipping Instructions: Prepare and send shipping instructions to agents/shipping lines.
2. Letter of Credit (L/C) Review: vet through L/Cs and request amendments from customer service if necessary.
3. Documentations: Prepare a complete set of documents, including invoices, packing lists, Certificates of Analysis (COA), CEPT forms, Certificates of Origin, ingredient certificates, composition certificates, manufacturing certificates, content certificates; legalize documents as needed.
4. Dispatch of Documents: Prepare Bills of Exchange for L/C and DP (Documents against Payment) transactions; courier completed documents to customers.
5. Customer Advice: Send shipment tenders after SOB (Statement of Billing) confirmation; provide scanned documents to customers.
6. Online Applications: Apply for preferential Certificates of Origin via online systems (e.g., MITI); handle endorsements.
7. Insurance Applications: Apply for manual insurance certificates for sanctioned countries; use online systems for other countries.
8. Email Communication: Manage email correspondence with customers, agents, shipping lines, third-party labs, and internal departments.
9. SAP Tasks: Generate reports on new sales orders for prompt file opening.
10. Billing Invoice Verification: Check and verify billing invoices from shipping agents/lines; forward to AM/Manager for approval.
11. External Report Management: Track reports from external labs, coordinating with QC to ensure timely sample submission and report receipt, especially for Indonesia shipments.
12. Document Scanning: Scan all shipping documents using designated systems.
13. Shipment Tracking System (STS) Updates: Update STS with documentation, insurance, and dispatch details.
14. Filing: File all document copies, including export permits.

Requirement :

1. Diploma and above in related field.
2. More than 2 years’ experience on supply chain / documentation
3. Sound Supply chain knowledge, analytical skills & Time management skills
4. Problem solving skills and strong communication skills
5. Fluent in English speaking & writing (Arabic or Chinese will be advantage)