Documentation Assistant

MSC Mediterranean Shipping Company; Makati; On-site; PHP 420,000 - 660,000; Full time

Job summary

MSC Mediterranean Shipping Company (MSC) is hiring an Import Documentation Executive in Metro Manila to process import manifests and deliver DO releases, ensuring adherence to customs regulations and coordinating with brokers, consignees, POLs, and vendors to keep shipments moving.

The role requires a bachelor’s degree and 1–2 years in shipping or logistics, with strong attention to detail and clear communication.

Qualifications

• Bachelor’s degree in Customs Administration, Logistics and Supply Chain Management, Transportation Management, Business Administration, International Trade, Maritime Studies, or related field.
• 1–2 years of shipping/logistics/import documentation experience.
• Strong understanding of customs regulations and international shipping documentation.

Responsibilities

• Coordinate manifest instructions with Port of Loading.
• Validate, finalize, and submit manifests through the E2M system per customs regulations.
• Review Bayplan and Discharging List for each vessel and POD.
• Manage manifest amendments with brokers, consignees, and vendors; secure approvals and endorsements to Finance.
• Support DO processing end‑to‑end, including DO releases in OVA and handling exceptions.
• Maintain accurate vessel/voyage records for audit and traceability.
• Respond to inquiries on manifest status and regulatory concerns; coordinate with POLs, consignees, and ports.
• Drive process improvements and assist with system enhancements.

Skills

Attention to detail

Communication skills

Time management

Problem solving

Education

Bachelor’s degree (relevant field)

Tools

E2M system

OVA

CDEC

SNOW

Job description

MSC Mediterranean Shipping Company (MSC), is a global business engaged in the shipping sector. As one of the world’s leading container shipping and logistics companies, MSC operates in more than 155 countries with a global network of offices, vessels, and dedicated professionals connecting businesses and communities across continents.

Founded in 1970, MSC is built on strong values of long-term relationships, trust, and entrepreneurial spirit. Our people are at the heart of everything we do, working together to deliver reliable, innovative logistics solutions that support global commerce.

Joining MSC means becoming part of a truly global organization committed to excellence, collaboration, and shaping the future of sustainable shipping.

Job Purpose

The Import Documentation Executive will process and support import manifest documentation and Delivery Order release activities accurately and on time, ensuring compliance with operational requirements, customer account verification, documentation controls, and stakeholder coordination.

Key Responsibilities

1. Manifest Processing & Compliance (.5)

• Coordinate with Port of Loading (POL) to obtain complete and timely manifest instructions.
• Validate, finalize, and submit manifests through the E2M system in compliance with customs regulations.
• Perform CDEC processing, including uploading of manifest files from OVA and conducting E*TRADE validation and reconciliation.
• Review and validate Bayplan and Discharging List per vessel and port of discharge (POD).
• Identify and investigate discrepancies (e.g., EMC issues, incorrect charge codes, missing containers/applications).
• Troubleshoot rejected CDEC submissions by verifying BL details (consignee, shipper, forwarder, BOL nature codes) and ensuring data alignment between OVA and CDEC.
• Coordinate with POL and log system-related issues through SNOW as necessary.

3. Manifest Amendments & Exception Handling

• Manage manifest amendments in coordination with brokers, consignees, and vendors.
• Secure required approvals, request quotations, and endorse amendments to Finance for processing.
• Provide support for re-exportation requirements in coordination with POL, vendors, and consignees.

4. Stakeholder Coordination & Communication

• Respond to inquiries related to manifest status, tagging, amendments, and regulatory concerns.
• Maintain active communication with consignees, POLs, transshipment ports, import customer service and relevant agencies to ensure smooth operations.

5. Documentation & Reporting

• Extract, prepare, and distribute required documents, including BL listings and manifest copies for Vessel Operations.
• Maintain accurate, complete, and up-to-date records per vessel/voyage to ensure traceability and audit compliance.

6. Operational Support & Continuous Improvement

• Monitor manifest timelines and ensure adherence to submission deadlines.
• Support process improvements and system enhancements for operational efficiency.
• Perform additional duties as assigned in line with business requirements.

7. Delivery Order Processing (.5)

• Manage end-to-end Delivery Order (DO) processing, including verification of customer account status (cash/credit hold), execution of DO releases in OVA, and handling exceptions such as EMC cases, container release, tariff adjustments, CONDEP procedures, and Telex releases.
• Maintain accurate records of surrendered Import Original Bills of Lading (OBLs) and ensure all vessel/voyage data is updated in a timely manner for audit and control purposes.
• Execute WEB CRO requests for outport entries and coordinate with consignees, Ports of Loading (POL), transshipment ports, and other stakeholders to support operational requirements.

8. Perform other related tasks as assigned in support of import documentation and DO release operations.

Key Experience & Qualifications

• Bachelor’s Degree in Customs Administration, Logistics and Supply Chain Management, Transportation Management, Business Administration, International Trade, Maritime Studies, or any related field.
• At least 1–2 years of relevant experience in shipping, logistics, or import/export documentation, particularly in import manifest processing, import documentation, and applicable customs laws, rules, and regulations.
• Solid understanding of shipping and logistics processes, including booking, cargo tracking, customs clearance, and international shipping documentation.
• Proven experience in handling customer inquiries, complaints, and service support through phone, email, and face-to-face interactions.
• Strong attention to detail with the ability to ensure accuracy and compliance in documentation and reporting.
• Effective communication and coordination skills when dealing with internal teams, customers, and external stakeholders.
• Demonstrates clear, concise, and professional verbal and written communication skills.
• Maintains a positive attitude and professional demeanor in all interactions.
• Possesses strong analytical and problem-solving capabilities.
• Ability to perform effectively under pressure while maintaining accuracy and quality.
• Strong time management and organizational skills, with the ability to meet tight deadlines.
• In-depth understanding of company products, services, and operational processes.
• Ability to simplify and clearly explain complex information to customers and stakeholders.
• Actively contributes to process improvement initiatives to enhance efficiency and service quality.
• Ability to manage multiple tasks related to shipment coordination, documentation, and customer feedback, with strong prioritization of urgent requests.