Coal Trade Admin & Data Entry

PT Citra Dayak Indah; Jakarta Pusat; On-site; IDR 133,920,000 - 200,880,000; Full time

Job summary

PT. Citra Dayak Indah is seeking an Admin & Data Entry Staff to support shipping and export documentation. You will ensure accurate administration of shipping instructions, barge papers, and MV permits while coordinating with internal teams, vendors, and government authorities.

Ideal candidates have 3–5 years in shipping documentation or logistics admin, strong English communication, and proficiency in MS Office. This role requires meticulous data entry and timely processing of export documents.

Qualifications

• Good written and verbal English communication.
• Diploma (D3) or Bachelor's in related field.
• 3–5 years shipping docs or logistics admin experience.
• Familiar with shipping/export documentation flow.
• Proficient in MS Office and data-entry systems.

Responsibilities

• Prepare, review, and process Shipping Instructions for each shipment cycle.
• Manage barges docs including loading schedules and certificates.
• Data entry for Customs Clearance (PEB) and export docs.
• Submit documents to Port Authority (Syahbandar/KSOP) per regulations.
• Process MV permits including anchorage, loading, and clearance.
• Compile MV documents: NOR, SOF, B/L, CO, COW/Quality, etc.
• Submit and track vendor/shipping invoices for approval and payment.
• Online data entry into the BBO system for accuracy.
• Support DMO documentation and reporting per government rules.

Skills

Data entry

MS Office

Attention to detail

English communication

Education

Diploma or Bachelor's

Tools

MS Office

Data portals

Job description

PT. Citra Dayak Indah (CDI), a coal mining company operating in Kutai Barat, East Kalimantan, is looking for a detail-oriented Admin & Data Entry Staff to support our shipping and export documentation process. This role is responsible for the accurate and timely administration of shipment-related documents — from shipping instructions and barge documentation to customs clearance, port authority filings, and vessel permits — ensuring smooth coordination between internal teams, vendors, and government/port authorities throughout the coal export cycle.

A. Key Responsibilities

1. Shipment & Export Documentation

• Prepare, review, and process Shipping Instructions for each shipment cycle
• Manage documentation related to barges, including loading schedules, barge certificates, and related shipping papers
• Perform data entry and administration for Customs Clearance (PEB and supporting export documents)
• Handle data entry and submission of documents to the Port Authority (Syahbandar/KSOP) in accordance with applicable port regulations
• Process data entry for Mother Vessel (MV) permits, including anchorage, loading, and clearance permits
• Compile and organize MV-related documents (Notice of Readiness, Statement of Facts, Bill of Lading, Certificate of Origin, Certificate of Weight/Quality, etc.)
• Submit and track vendor/shipping-related invoices for internal approval and payment processing
• Perform online data entry into the BBO system to ensure shipment and barging data is accurately recorded and up to date
• Support DMO (Domestic Market Obligation) documentation and reporting in compliance with government coal-sales regulations

3. Coordination & Communication

• Liaise and communicate with vendors, surveyors, shipping agents, barge operators, and other related parties to ensure shipment schedules and documents are aligned
• Receive, log, distribute, and dispatch incoming and outgoing documents in an organized and traceable filing system (hard copy and digital)
• Provide back-office administrative support to the Marketing team as needed (data compilation, document preparation, correspondence)

B. Requirements

• Good written and verbal communication in English
• Minimum Diploma (D3) or Bachelor's Degree (S1) in related field
• Minimum 3-5 years of relevant experience in shipping documentation, export-import administration, or logistics admin in the coal mining or commodity export industry is a strong advantage
• Solid understanding of shipping and export documentation flow (Shipping Instruction, PEB/Customs Clearance, Port Authority requirements, MV/barge permits) is preferred
• Familiarity with coal mining shipping terms (Mother Vessel, barging, transshipment, DMO) is a plus
• Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable with online data-entry systems/portals
• Strong attention to detail and high level of accuracy in document processing
• Good communication and coordination skills to liaise with internal teams, vendors, and government/port authorities
• Well-organized, able to manage multiple documents and deadlines simultaneously
• Able to work both independently and collaboratively within a team