Documentation Executive

Pacific International Lines Pte Ltd; São Paulo; Hybrid; BRL 60,000 - 90,000; Full time

Job summary

Pacific International Lines is seeking a dedicated Documentation Executive for its São Paulo team. The role involves ensuring accurate export/import documentation, coordinating with ports and customs, and providing timely information to customers and internal stakeholders.

The ideal candidate has a Bachelor’s degree in a related field, experience with shipping documentation, and strong English written and verbal skills. Proficiency in MS Office and documentation software is required.

Qualifications

• Bachelor’s degree or higher in a relevant field.
• Experience handling shipping documentation processing.
• Proficient in English for formal written and verbal communication.
• Proficiency in MS Office and documentation systems.

Responsibilities

• Handle export & import documentation and coordinate port and customs processes.
• Transmit manifests, corrections, retransmissions, and cargo releases.
• Coordinate with ports, warehouses, shipping lines, freight forwarders, and customs.
• Ensure accuracy and timely completion of shipping documents for customer release.
• Engage with Shared Services Centers to reduce errors and boost productivity.
• Verify that customs references are submitted timely and cut-off dates are observed.
• Ensure all charges are invoiced timely and documents are complete.

Skills

Sea shipping documentation

Customer service

English proficiency

Education

Bachelor’s degree in International Business, Logistics, or related field

Tools

Documentation software

Job description

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With over 55 years of leadership in the global shipping industry, Pacific International Lines (PIL) is looking for proactive individuals to drive innovation and sustainable shipping solutions. If you’re fueled by pioneering ideas, enjoy challenging the status quo, and are determined to make a significant impact, PIL wants you as a part of our dynamic community of maritime professionals.

At PIL, we provide local experiences with a global reach. With our headquarters in Singapore, and services offered at over 500 locations in 90 countries, you will have ample opportunities to work with colleagues from different cultures and communities.

Get On Board for a Dynamic and Purposeful Career.

We are looking for a dedicated and detail-orientedDocumentation Executiveto join our team atPIL Brazil en Sao Paulo. This person will facilitate the movement ofexport &import cargo and keep customers satisfied withany and alldetails of shipments.

This person will provide immediate responses to customer inquiries; and provide timely information to Customs and the terminals as well as paperworkand electronic data to various locations.

Giving shipping documentation support, ensuring the accurate and timely issuance of shipping documents while maintaining high standards of customer service.

Key Responsibilities

• Responsible for all documentation matterscovering Export & Importprocesses and the follow-up on port and customs processes.
• Responsible for transmitting manifests, corrections, retransmissions, and cargo releases.
• Coordination with ports, warehouses, shipping lines, freight forwarders, and customs as well as the back office shared service centers .
• Ensure accuracy and timely completion of shipping documents to facilitate the release to customers
• Interacts with the various internal stakeholdersin the country and in Shared Services Centers (SSC)to ensure timely completion and release of documents and discuss ideas to reduce errors and increase productivity
• Certify that Customs references are submitted in a timely manner, and that all required information is gathered prior todefinedcut-offdates (e.gvessel arrival, departure, and closure)
• Ensure that all charges are invoiced in a timely manner and that all invoicing procedures are followed correctly
• Ensures vessels are closed and manifests are all completed
• Maintains up-to-date knowledge on all export and import customs requirements andensurescompliance
• Monitor received exceptionsandensured that queries sent by the back offices are handled timely.
• Monitor outstanding revenue and communicate with all parties involvedin order tomake sure all shipments are invoiced correctlyand in time.
• Process shipment related exceptions in LMS

Qualifications & Experience

• Bachelor’s degree in International Business, Logistics, or related field.
• Experience in customer service within the shipping or logistics industry and experience insea shipping documentation.
• Knowledge of Ecuadorian customs laws and regulations: having an understanding of the regulations and restrictions.
• Previous experience with documentation processing softwares.
• Proficiency in preparing all types of Bills of Lading (MBL and HBL).
• Experience with validation of cargo and shipment information.
• Intermediate spoken English + STRONG technical written English (must be able to work on these topics in English within the systems).
• Availability to work operational/logistics schedules.
• Knowledge of maritime and air import and export operations.
• Knowledge of Incoterms and documents related to import and export operations.
• Organized, able to follow regulations and procedures in a strictly regulated environment.
• Strong communication, negotiation, and interpersonal skills.
• Team spirit and adaptability.
• Proficiency in MS Office.

We value:

• A customer-centric mindset with excellent communication skills.
• Ability to multitask and handle high-pressure situations.
• Familiarity with shipping and logistics software.
• Proactive and solution-oriented approach.
• Team player with a collaborative attitude.

Why Join Us

• Be part of a leading global carrier with a strong focus on sustainability and innovation.
• Work in a dynamic and collaborative environment.
• Opportunities for professional growth and development.

Application Process

To apply for this exciting opportunity, please submit your resumein Englishoutlining your qualifications and experience to PIL Career Website .

Eligibility to Apply

This position is open toBraziliannationals or individuals who currently have the legal right to work inBrazil. Please note that applicants without this eligibility will not be considered.

ABOUT US

Incorporated in 1967, Pacific International Lines (PIL) is ranked 12th among the world’s top container shipping lines and is also the largest home-grown carrier in Southeast Asia. Based in Singapore, PIL is a global carrier with a focus on Asia, China, Africa, the Middle East, Latin America, Oceania, and the Pacific Islands.

Together with its affiliated companies Mariana Express Lines (MELL) and Malaysia Shipping Corporation, PIL serves customers at over 500 locations in more than 90 countries worldwide with a fleet of 100 container and multi-purpose vessels.

Apart from the core liner shipping business, PIL also has several other business units such as container manufacturing, depot, and logistics services.

PIL strives to meet the needs of its customers by providing value-adding services such as intermodal, breakbulk, and reefer services delivered on innovative technological platforms. With its focus on “Driving Connectivity” and commitment to achieving Net Zero by 2050, PIL aims to be an efficient, sustainable, and future-ready shipping line.

Pacific International Lines (PIL) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.