Documentation Executive

Job Purpose :

To ensure timely, accurate, and complete processing of export and import documentation in compliance with regulatory and company requirements, supporting smooth cargo movement and customer satisfaction.

Key Responsibilities :

1. Export Documentation

   • Prepare & process shipping documents such as Bill of Lading (BL), Shipping Instruction and Manifest.

   • Coordinate with customers, internal departments, and origin/destination offices to ensure accuracy and completeness of documents.

   • Monitor vessel schedules and ensure documents are released within timeline.

   • Liaise with port authorities, customs brokers and shipping agents for necessary document submissions.

2. Import Documentation

   • Receive and verify import documents from overseas agents and origin offices.

   • Ensure timely submission of manifests to local authorities (e.g. customs, port authority)

   • Communicate with consignees regarding document availability and delivery instructions.

   • Follow up on Delivery Orders (DO) issuance and necessary endorsements.

3. System Entry and Compliance

   • Accurately input data into company systems and ensure documentation complies with local and international trade regulations.

   • Maintain organized record for audit and compliance purposes.

4. Coordination and Customer Service

   • Provide clear and timely communication to customers regarding document status and requirements.

   • Handle customer queries and complaints related to export/import documentation.

5. Reporting

   • Prepare regular reports on documentation activities, delays, and issues encountered.

   • Escalate issues to the Branch Manager as needed.

Requirements:

• Education : Minimum Diploma Degree (D3) or Bachelors Degree in Logistics, Business Administration, International Trade or a related field.

• Experience : Minimum 2 years experience in shipping or logistics, particularly in documentation for both export and import.

• Familiar with CEISA (Customs and Excise System)

• Strong attention to detail and accuracy

• Good understanding of shipping doucments, customs regulations and port procedures.

• Proficient in Microsoft Office and shipping systems.

• Strong communication and coordination skills.

• Able to work under pressure and meet tight deadlines.

Information :

• Company : Pacific International Lines
• Position : Documentation Executive
• Location : Surabaya
• Country : ID