Overview
- 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.
- 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.
- 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
- Shipping Instructions: Prepare and send shipping instructions to agents/shipping lines.
- Letter of Credit (L/C) Review: vet through L/Cs and request amendments from customer service if necessary.
- 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.
- Dispatch of Documents: Prepare Bills of Exchange for L/C and DP (Documents against Payment) transactions; courier completed documents to customers.
- Customer Advice: Send shipment tenders after SOB (Statement of Billing) confirmation; provide scanned documents to customers.
- Online Applications: Apply for preferential Certificates of Origin via online systems (e.g., MITI); handle endorsements.
- Insurance Applications: Apply for manual insurance certificates for sanctioned countries; use online systems for other countries.
- Email Communication: Manage email correspondence with customers, agents, shipping lines, third-party labs, and internal departments.
- SAP Tasks: Generate reports on new sales orders for prompt file opening.
- Billing Invoice Verification: Check and verify billing invoices from shipping agents/lines; forward to AM/Manager for approval.
- External Report Management: Track reports from external labs, coordinating with QC to ensure timely sample submission and report receipt, especially for Indonesia shipments.
- Document Scanning: Scan all shipping documents using designated systems.
- Shipment Tracking System (STS) Updates: Update STS with documentation, insurance, and dispatch details.
- Filing: File all document copies, including export permits.
Requirement :
- Diploma and above in related field.
- More than 2 years’ experience on supply chain / documentation
- Sound Supply chain knowledge, analytical skills & Time management skills
- Problem solving skills and strong communication skills
- Fluent in English speaking & writing (Arabic or Chinese will be advantage)