Documentation Specialist

Rhenus Logistics; Pasay; On-site; PHP 279,000 - 558,000; Full time

Job summary

Rhenus Logistics in Pasay, Metro Manila seeks a logistics documentation specialist to manage shipment paperwork from receipt to filing. You will review instructions, validate documents, and ensure compliance with regulatory requirements.

You will monitor arrival notices, inform brokers and consignees, and prepare import cargo manifests within deadlines, coordinating with liners and customs authorities.

Qualifications

Responsibilities

• Receive and review complete job instructions and pre-alert documentation from the Customer Solutions team.
• Receive, acknowledge, verify, and process pre-alert documentation to ensure completeness, accuracy, and compliance with customer and regulatory requirements.
• Validate documents: House Bill of Lading (HBL), Ocean Bill of Lading (OBL), Commercial Invoices, Packing Lists, Certificates and permits, Shipping Instructions, and other shipment-related documentation.
• Verify House Bills of Lading (HBL) accuracy to prevent discrepancies before cargo release.
• Maintain shipment documentation files; ensure documents are filed accurately and are readily accessible.
• Monitor arrival notices from liners, shipping agents, and co-loaders and notify consignees with arrival details.
• Ensure arrival notices align with pre-alerts for timely manifest submission.
• Prepare, validate, and submit import cargo manifests within regulatory deadlines and in accordance with customs requirements.
• Ensure complete transmission of shipment data prior to manifest submission; review HBL/MBL for consistency.
• File manifests electronically through the appropriate channels.

Job description

What You Can Expect** :**

A. Shipment Documentation Management

1. Receive and review complete job instructions and pre-alert documentation from the Customer Solutions team.
2. Receive, acknowledge, verify, and process pre-alert documentation to ensure completeness, accuracy, and compliance with customer and regulatory requirements.
3. Conduct comprehensive document checking and validation of:

• House Bill of Lading (HBL)
• Ocean Bill of Lading (OBL)
• Commercial Invoices
• Packing Lists
• Certificates and permits
• Shipping Instructions
• Other shipment-related documentation

1. Verify House Bills of Lading (HBL) to ensure accuracy and prevent discrepancies before cargo release under various bill of lading arrangements.
2. Manage and maintain shipment documentation files, ensuring all mandatory documents are filed accurately and are readily accessible.

B. Monitoring Shipment Arrival

1. Receive and monitor arrival notices from liners, shipping agents, and co-loaders and prepare/send company arrival notices to consignees and notify parties.
2. Assist with Customer Solutions to inform the arrival details to respective broker / consignee.
3. Ensure that all arrival notices shall check and verify with the pre-alert has fully received to ensure for on time manifest submission.

C. Manifest Management and Submission

1. Prepare, validate, and submit import cargo manifests within regulatory deadlines and in accordance with customs authority requirements.
2. Ensure complete and accurate transmission of shipment data, including consignee, shipper, cargo description, container details, weights, and routing information prior to manifest submission.
3. Review House Bills of Lading (HBL), Master Bills of Lading (MBL), and supporting shipping documents to ensure manifest information is consistent and compliant before filing.
4. Perform timely electronic filing of manifests through