Executive, Documentation

Pacific Carriers Limited; Kota Medan ᯔᯩᯑᯉ᯲; On-site; IDR 44,640,000 - 78,120,000; Full time

Job summary

Pacific Carriers Limited in Medan is seeking a motivated Documentation personnel to oversee day-to-day operations at the Belawan office. The role requires independence and strong communication skills to manage shipping documents and liaise with shippers and authorities.

Responsibilities include preparing Bills of Lading, verifying documents for export permits, coordinating with Singapore and local offices, and ensuring timely submission of records.

Qualifications

• Strong knowledge of shipping and trade documentation, including Bills of Lading.
• Understanding of customs and local regulatory requirements.
• High accuracy and attention to detail for document correctness.
• Ability to handle full documentation processes without supervision.
• Capable of liaising with external parties and resolving discrepancies independently.
• Minimum associate’s degree; 2 years’ documentation experience preferred.

Responsibilities

• Communicate with PACC Singapore to report rubber booking status.
• Check cargo readiness with shippers and report to PACC office.
• Provide shipment updates to rubber shippers regarding vessel status.
• Coordinate with shippers and truckers to ensure on-time port delivery.
• Obtain and verify documents to avoid export permit delays.
• Prepare Bills of Lading after instructions are received.
• Send Bills of Lading electronically to Singapore for signing.
• Send scanned Bills of Lading to shippers.
• Coordinate collection of Bills of Lading when required.
• Prepare departure documents for next port of call.
• Submit completed documents digitally to Singapore office.

Skills

Communication skills

Attention to detail

Documentation knowledge

Liaising with stakeholders

Problem solving

Education

Associate degree (any discipline)

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.

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.