Executive, Documentation

Pacific Carriers Limited; Kota Medan ᯔᯩᯑᯉ᯲; On-site; IDR 60,000,000 - 100,000,000; Full time

Job summary

Pacific Carriers Limited is seeking a documentation personnel at Belawan office to oversee day-to-day shipping documentation operations. The ideal candidate should work independently and possess strong communication skills to liaise with internal teams and external parties.

Responsibilities include maintaining Bills of Lading, coordinating with the Singapore office, ensuring cargo readiness, and ensuring compliance with export/import regulations.

Qualifications

• Strong knowledge of shipping and trade documentation.
• Proficiency in preparing Bills of Lading.
• Understanding of customs and local regulatory requirements.
• High accuracy and attention to detail.
• Capable of handling full documentation processes without supervision.
• Experience in export/import procedures.

Responsibilities

• Work closely with PACC Singapore office to communicate and report Rubber booking status at Belawan.
• Communicate with rubber shippers and factory personnel to check cargo readiness and report to PACC.
• Provide shipment updates to rubber shippers regarding vessel arrivals and departures.
• Coordinate with rubber shippers and truckers to ensure cargoes are delivered to the port on time.
• Liaise with rubber shippers to obtain relevant documents to avoid delays inExport permits.
• Verify completeness and accuracy of shipping documents before submission to authorities.
• Prepare Bills of Lading after shipping instructions are received from rubber shippers.
• Send Bills of Lading electronically to PACC Singapore office for signatory.
• Sending scanned copies of Bills of Lading to shippers.
• Coordinate with rubber shippers to collect copies of Bills of Lading from Belawan when required.
• Prepare departure documents for the agents of next port of call.
• Submit completed documents digitally to PACC Singapore office.

Skills

Shipping documentation knowledge

Communication skills

Attention to detail

Independent working

Education

Associate degree

Job description

Job Summary

We are seeking a highly motivated and experienced documentation personnel to oversee the day-to-day operations at Belawan office. The ideal candidate has to be able to work independently and possess good communication skills.

Key Responsibilities

• Work closely with PACC Singapore office to communicate and report on the Rubber booking status at Belawan.
• Communicate with external parties (rubber Shippers, factory personnels) to check closely on their cargo readiness status and report same to PACC office.
• Provide shipment updates to Rubber shippers pertaining to vessels’ arrival and departure status.
• Coordinate with rubber shippers and truckers to ensure cargoes are delivered to the port on time.
• Liaise with rubber shippers to obtain the relevant documents so as not to delay application of Export permits.
• Verify completeness and accuracy of shipping documents before submission to authorities.
• Prepare Bills of lading after shipping instructions are received from rubber shippers.
• To send Bills of lading electronically to PACC Singapore office for signatory.
• Sending scanned copies of Bills of lading to Shippers.
• Coordinate with rubber shippers to collect copies Bills of lading from Belawan office when required.
• Prepare departure documents for the agents of next port of call.
• Submit completed documents digitally to PACC Singapore office.

Required Education & Qualifications

• Candidate to possess strong knowledge of shipping and trade documentation. Be proficient in preparing documents such as Bills of lading.
• Have strong understanding of customs and local regulatory requirements.
• Possess high accuracy and is attentive to details with strong sense of responsibility for document correctness.
• Capable of handling full documentation processes without supervision.
• Confident in liaising with external parties and able to resolve issues independently when discrepancies arise.
• Minimum of associate’s degree in any discipline
• 2 years’ experience as Documentation staff at a freight forwarding or shipping company will be highly preferred.
• Experience in export / import procedures.

Skills & Competencies

Highlight the essential professional communication skills with Shippers/Customers as well as able to manage difficult customers/vendors/truckers at times. Patience and calmness are essential attributes. Candidate should have personal attributes needed for success.