Export Documentation / Shipping Administrator

Work Initiatives; Northern Beaches; On-site; AUD 60,000 - 85,000; Full time

Job summary

International Trading Company in Brookvale, NSW, Australia, seeks an Export Documentation / Shipping Administrator with 3–5 years’ experience to handle export/import documentation and coordination.

The role requires strong Excel skills, knowledge of INCOTERMS and LC, and the ability to work unsupervised in a busy trade environment. Join a dedicated team ensuring accurate, timely shipping documentation.

Qualifications

• Experience in export/import documentation and shipping.
• Knowledge of INCOTERMS and Letters of Credit (LC).
• 3–5 years' experience in export documentation and logistics.
• Excellent communication skills and attention to detail.
• Proficient with Microsoft Excel for documentation and reports.

Responsibilities

• Coordinate, prepare and dispatch import/export documentation for new shipping contracts.
• Plan and book vessels with shipping lines for transportation of goods.
• Establish Import Letters of Credit and issue Export LC guidelines.
• Communicate with clients, suppliers and freight companies by phone and email.
• Prepare and dispatch invoices and other documentation after shipment.
• Assist team members and perform general administration duties.

Skills

Export documentation

Logistics coordination

Excel

Communication skills

Attention to detail

Tools

MS Office

Job description

Export Documentation / Shipping Administrator

International Trading Company, located in Brookvale is seeking an experienced Export Documentation/ Shipping Administrator for the preparation of export documentation.

This role requires the Applicant to have extensive proven experience in all areas of Export /Import documentation and shipping, INCOTERMS, International payment terms (including Letters of Credit) and excellent Excel skills. The successful Applicant should be able to work unsupervised in a busy Trade environment.

Job Objective

Under the administrative direction of the Managing Director and General Manager, co-ordinate, prepare and dispatch all import and export documentation relating to new shipping contracts to suppliers, clients and shipping agents, in accordance with company Standard Operating Procedures as outlined in ISO 9001 documentation

Duties and Responsibilities

Preparation of new contracts

Plan and book vessels with shipping line for transportation of goods

Establish Import Letter of Credits

Issue Export Letter of Credit guidelines to client and negotiate documentation in accordance with the Export L/C

Communicate with clients, suppliers and freight companies by phone and e-mail

Issue EDN for export clearance out of Australia and Shippers Letter of Instruction / Forwarding Instructions for the shipping agent.

Issue M041 for shipment of hazardous cargo out of Australia

Check all copy and original documents

Query and resolve discrepancies with the supplier. Inform / get approval from the respective Trade Assistant / Trader if necessary in accordance to the Work Instructions.

Prepare and dispatch original invoices and other relevant documentation after shipment to the client / client's bank

Assist other team members in the Logistics Department.

Work as part of the team to assist other team members and assist with all general administration duties (including but not limited to answering incoming calls, opening mail and distributing incoming correspondence) as well as other duties as required.

Relationships

This role has close liaison with clients, suppliers and shipping lines to resolve enquiries in a timely and professional manner

Work within a team, be a team player as well as being able to work independently

Experience

Require 3 -5 years' experience (minimum) in export documentation & logistics knowledge

Knowledge, Skills and Abilities

Good knowledge and experience in all aspects of international trading and INCOTERMS terms

Experience with all aspects of import/export administration and documentation

High degree of attention to detail and accuracy

Excellent communication skills, both written and verbal

Computer literacy in Microsoft Office especially Outlook, Word and Excel

General

Display a business attitude in decision making and problem solving processes

Display initiative to resolve everyday work issues

Display professional behaviour at all times

You must be a team player with a high work ethic and a high degree of attention to detail and accuracy. You will also have excellent communication skills, both written and verbal.