Executive, Documentation

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.