Document Officer

Evyap; Sumatera Utara; On-site; IDR 497.100.000 - 662.801.000; Full time

Job summary

A leading oleochemical company in North Sumatera is seeking an experienced candidate for managing export import documentation. The candidate should have over 3 years of experience in the Oleochemical or FMCG industry, be fluent in English, and possess a good understanding of export procedures and customs regulations. The role involves ensuring compliance with international trade regulations and collaborating with internal teams.

Qualifications

• Preferably has 3+ years of experience in export import, sales or documentation handling lines based in Oleochemical or FMCG Industry.
• A good understanding of customs regulations and Incoterms is crucial.
• Experience in handling L/C documentation and communication with banks is a plus.

Responsibilities

• Manage, verify, and maintain all export import, sales and shipping documentation.
• Prepare and check export documents like Commercial Invoice and Packing List.
• Coordinate with internal teams for document completion.

Skills

Export import experience

Fluent in English

Understanding of export procedures

MS Office proficiency

Experience with L/C documentation

Tools

ERP systems (SAP preferred)

Job description

Discover Your Potential, Let Evyap Grow With You, Let You Grow With Evyap!

With more than 4,000 employees and export business to more than 100 countries, EVYAP’s success story started in a small atelier in Erzurum in 1927. Our trusted brands, including Duru, Arko Nem, Arko Men, Emotion, Blade, Activex, Evy Baby and Fax are loved worldwide. With facilities in Turkey, Egypt, and the world's largest oleo chemicals plant in Malaysia, we remain committed to innovation, sustainability, and creating value, all within a collaborative environment where our employees thrive.

We believe in becoming stronger together with you. Every new beginning is an exciting journey filled with fresh ideas and opportunities.

At Evyap, we share and respect, we are productive, responsible, and continuously improve ourselves. Here, you’ll find a world where you can grow, leave your mark through diverse projects, and thrive both personally and professionally. Together, we’ll grow and achieve greater success. Are you ready to embark on this journey with us?

Who We're Looking For?

• Preferably has 3+ years of experience in export import, sales or documentation handling lines based in Oleochemical Industry or FMCG Industry
• Fluent in English,
• Excited about being part of a dream,
• A strong believer in the power of winning together,
• Good understanding of export procedures, customs regulations, and Incoterms
• Experienced in handling L/C documentation and communication with banks is a plus.
• Able to use MS Office Programs actively and ERP systems (SAP preferred).
• Able to come to our site in Sei Mangkei, Simalungun, North Sumatera

What You'll Be Doing?

To manage, verify, and maintain all export import, sales and shipping documentation to ensure compliance with company standards, customer requirements, and international trade regulations for oleochemical products.

Key Responsibilities:

• Prepare, check, and compile export documents such as Commercial Invoice, Packing List, Bill of Lading (BL), Certificate of Origin (COO), Certificate of Analysis (COA), and Fumigation Certificate.
• Ensure all documents comply with Letter of Credit (L/C) terms and customer requirements.
• Verify data accuracy between system records, physical documents, and shipping instructions.
• Coordinate with internal teams (Finance, QC, Production, Logistics) for document completion.
• Prepare and submit PEB (Pemberitahuan Ekspor Barang) and other required customs documents through INSW or related platforms.
• Liaise with freight forwarders, surveyors, and government authorities for document endorsements (COO, COO Form D, Form E, etc.).
• Ensure all export–import documents are issued and submitted on time to avoid shipment delays.
• Maintain systematic filing (softcopy & hardcopy) of all export, import, and logistics documents for traceability and audit purposes.
• Monitor document flow and ensure secure storage according to company policy.
• Support document retrieval and verification during audits (internal, external, or customer).
• Ensure all documents comply with company SOP, trade regulations, and customer standards.
• Coordinate with QA/QC or Regulatory team for product certifications (e.g., Halal, REACH, RSPO, ISO).
• Update changes in export regulations, documentation procedures, and trade requirements.
• Prepare regular document status reports for management and related departments.
• Assist Shipping or Commercial team in resolving document discrepancies or L/C issues.
• Support continuous improvement initiatives related to document handling efficiency.