Documentation Executive

PT. PACIFIC INTERNATIONAL LINES INDONESIA; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading company in shipping logistics is seeking an Export/Import Documentation Specialist. This role involves preparing essential shipping documents, coordinating with various parties, and ensuring compliance with regulations. Candidates should have a minimal education of D3 or Bachelor's degree in related fields with at least two years of experience in logistics or shipping documentation. Strong attention to detail and coordination skills are essential.

Qualifications

• Minimum 2 years experience in shipping or logistics.
• Good understanding of shipping documents and customs regulations.
• Able to work under pressure and meet tight deadlines.

Responsibilities

• Prepare and process shipping documents like Bill of Lading and Manifest.
• Coordinate with customers and internal departments for documentation accuracy.
• Ensure timely submission of manifests to local authorities.

Skills

Attention to detail

Communication skills

Coordination skills

Proficiency in Microsoft Office

Education

Diploma Degree (D3) or Bachelor's Degree in Logistics, Business Administration, International Trade

Tools

CEISA (Customs and Excise System)

Job description

To ensure the 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:

Export Documentation

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

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.

System Entry and Compliance

• Accurately input data into company systems and ensure documentation complies with local and international trade regulations.
• Maintain organized records for audit and compliance purposes.

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.

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 Bachelor's 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 documents, 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.

Note: This job posting is active and currently accepting applications.