Executive, Documentation

About the role

Job Summary

We are seeking a highly motivated and experienced documentation personnel to oversee the day-to-day operations at Belawan office. The ideal candidate has to be able to work independently and possess good communication skills.

Key Responsibilities

• Work closely with PACC Singapore office to communicate and report on the Rubber booking status at Belawan.
• Communicate with external parties (rubber Shippers, factory personnels) to check closely on their cargo readiness status and report same to PACC office.
• Provide shipment updates to Rubber shippers pertaining to vessels’ arrival and departure status.
• Coordinate with rubber shippers and truckers to ensure cargoes are delivered to the port on time.
• Liaise with rubber shippers to obtain the relevant documents so as not to delay application of Export permits.
• Verify completeness and accuracy of shipping documents before submission to authorities.
• Prepare Bills of lading after shipping instructions are received from rubber shippers.
• To send Bills of lading electronically to PACC Singapore office for signatory.
• Sending scanned copies of Bills of lading to Shippers.
• Coordinate with rubber shippers to collect copies Bills of lading from Belawan office when required.
• Prepare departure documents for the agents of next port of call.
• Submit completed documents digitally to PACC Singapore office.

Required Education & Qualifications

• Candidate to possess strong knowledge of shipping and trade documentation. Be proficient in preparing documents such as Bills of lading.

• Have strong understanding of customs and local regulatory requirements.

• Possess high accuracy and is attentive to details with strong sense of responsibility for document correctness.

• Capable of handling full documentation processes without supervision.

• Confident in liaising with external parties and able to resolve issues independently when discrepancies arise.

• Minimum of associate’s degree in any discipline

• 2 years’ experience as Documentation staff at a freight forwarding or shipping company will be highly preferred.

• Experience in export / import procedures.

Skills & Competencies

Highlight the essential professional communication skills with Shippers/Customers as well as able to manage difficult customers/vendors/truckers at times. Patience and calmness are essential attributes. Candidate should have personal attributes needed for success.