Documentation Staff

Translindo Group; Jakarta Pusat; On-site; IDR 60,000,000 - 90,000,000; Full time

Job summary

Translindo Group is seeking a meticulous Documentation Staff to support our freight forwarding team. You will prepare, review, and manage all shipping documents for import and export, ensuring accuracy and timely processing.

Responsibilities include coordinating with carriers and customs brokers, handling EDI filings, maintaining organized records, and assisting with invoicing and reporting. The role demands strict attention to detail and clear communication.

Qualifications

• Attention to detail with high accuracy to prevent documentation errors.
• Knowledge of international trade laws, Incoterms, and customs procedures.
• Strong verbal and written communication skills for clients, carriers, and internal teams.
• Excellent organizational and time management abilities to handle multiple shipments.
• Proficiency in Microsoft Office (Word, Excel, Outlook) for documentation tasks.
• Experience in freight forwarding, shipping, or related administrative role preferred.
• Diploma or Bachelor’s in Logistics, Supply Chain Management, or Business Administration is beneficial.

Responsibilities

• Prepare and review documents: bills of lading, invoices, packing lists, certificates of origin.
• Ensure compliance with customs regulations and international trade laws for domestic and international shipments.
• Coordinate with customs brokers, carriers, clients, and internal teams to gather information and resolve discrepancies.
• Process and transmit electronic data interchange (EDI) filings as required by authorities and carrier systems.
• Maintain a systematic filing system for documents, both physical and digital for auditability.
• Track shipments and update shipment details in logistics software.

Skills

Attention to detail

Knowledge of regulations

Communication skills

Organizational skills

Technical proficiency

Experience in freight forwarding

Education background

Education

Diploma or Bachelor’s in Logistics / Supply Chain / Business Admin

Tools

Microsoft Office

Job description

We are currently seeking a meticulous and highly organized Documentation Staff member to join our freight forwarding team. The ideal candidate will be responsible for the accurate and timely preparation, processing, and management of all essential shipping documents for both import and export shipments. This role requires a strong attention to detail to ensure full compliance with customs regulations and trade laws, preventing costly delays and errors. Key responsibilities include preparing bills of lading, coordinating with carriers and customs brokers, and maintaining systematic records for efficient retrieval and reporting.

Key duties and responsibilities

Document processing and management

Prepare and review documents: Accurately create and process all shipping documents, including bills of lading (B/L), commercial invoices, packing lists, and certificates of origin.

Ensure compliance: Verify that all documentation is complete, accurate, and in full compliance with customs regulations and international trade laws for both domestic and international shipments.

Coordinate with stakeholders: Liaise with customs brokers, carriers (shipping lines, airlines), clients, and internal teams to gather necessary information and resolve any documentation discrepancies.

Manage electronic data: Process and transmit electronic data interchange (EDI) filings as required by customs authorities and carrier systems.

File and archive: Maintain a systematic and organized filing system for all documents, both physically and digitally, for efficient record-keeping and audit purposes.

Communication and support

Provide updates: Communicate with clients and the customer service team to provide updates on documentation status and ensure timely and transparent service.

Handle inquiries: Address and resolve queries from internal and external parties related to documentation issues, such as missing paperwork or incorrect filings.

Process billing: Assist in preparing invoices and billing information based on processed documentation.

Administrative functions

Track shipments: Assist in tracking and monitoring the status of shipments to ensure that all necessary documents are processed at the correct stages of transit.

Perform data entry: Accurately enter and update shipment details, rates, and other data into the company's logistics software.

Skills and qualifications

Attention to detail: An extremely high level of accuracy and meticulousness is essential to prevent costly errors in documentation.

Knowledge of regulations: A solid understanding of international trade laws, Incoterms, and customs procedures is required.

Communication skills: Strong verbal and written communication skills are needed for clear interaction with clients, carriers, and internal teams.

Organizational skills: Excellent organizational and time management abilities are necessary to manage multiple shipments and deadlines simultaneously.

Technical proficiency: Proficient in Microsoft Office (Word, Excel, Outlook).

Experience: Previous experience in freight forwarding, shipping, or a related administrative role is often preferred.

Education: A diploma or bachelor's degree in Logistics, Supply Chain Management, or Business Administration is often beneficial.