Documentation Specialist

Rhenus SE & Co. KG; Philippines; On-site; PHP 335,000 - 469,000; Full time

Job summary

Rhenus SE & Co. KG is seeking an experienced Shipment Documentation Management professional in the Philippines to oversee end-to-end documentation for imports and arrivals. You will verify HBL/OBL, prepare manifests, and coordinate with carriers and brokers to ensure timely filing and compliant records.

The role focuses on accurate document processing, regulatory adherence, and continuous improvement in shipment documentation workflows.

Qualifications

• Experience in end-to-end shipment documentation and compliance.
• Ability to review and validate HBL, OBL, invoices, packing lists, and permits.
• Proficiency with regulatory requirements and customs procedures.
• Strong attention to detail and records management.

Responsibilities

• Receive, review, and process pre-alert documentation for compliance.
• Verify and validate HBL/OBL, invoices, packing lists, and permits.
• Prepare and submit import cargo manifests within deadlines.
• Coordinate with carriers and brokers to obtain required data.
• Maintain shipment documentation files for audit readiness.
• Monitor arrival notices and notify consignees.
• Process Delivery Orders and DO exchanges with stakeholders.
• Support continuous improvement and training initiatives.

Skills

Documentation

Regulatory compliance

B/L knowledge

Communication

Tools

E2M

Job description

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

4. Verify House Bills of Lading (HBL) to ensure accuracy and prevent discrepancies before cargo release under various bill of lading arrangements.

5. 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 government-authorized platforms, including E2M and other customs or trade facilitation systems as required.

5. Monitor manifest submission status and promptly resolve rejected, suspended, or error transactions to avoid shipment delays and regulatory penalties.

6. Coordinate with carriers, co-loaders, overseas offices, and customs brokers to obtain missing or corrected information required for manifest filing.

7. Submit manifest amendments, corrections, and updates whenever shipment information changes after the original filing.

8. Maintain accurate records of all submitted manifests and related acknowledgments for audit and compliance purposes.

9. Monitor manifest filing deadlines and establish controls to ensure 100% on-time submission of all required declarations.

10. Investigate manifest discrepancies and coordinate corrective actions with internal and external stakeholders.

11. Generate periodic manifest compliance reports and provide updates on filing status, exceptions, and regulatory concerns to management.

12. Keep updated on changes in customs regulations, trade compliance requirements, and electronic manifest submission procedures affecting freight forwarding operations.

13. Ensure all manifest-related milestones, status codes, and compliance activities are properly recorded in the operational system to maintain 100% data quality standards.

D. Import Documentation and Delivery Order Processing

1. Prepare documentation requirements once receipt of endorsement documents from appointed broker, including:

• Container Guarantee
• Letter of Authorization
• Delivery Order
• And other documents required for CRO / DO Request to Carrier / Co Loader / Airline

2. Coordinate and process the Delivery Order (D/O) to liners and shipping agents.

3. Facilitate Delivery Order exchange with consignees and customs brokers after:

• Verification of House Bill of Lading
• Settlement of applicable charges
• Compliance with release requirements

4. Support customs clearance activities and documentation completion where applicable.

E. Continuous Improvement

1. Support process improvement initiatives related to documentation and operational efficiency.

2. Participate in training and development activities.

3. Perform other duties and responsibilities as assigned by management consistent with the position

KPIs adherence in Operational System

1. Operational System Compliance

2. Maintain 100% accuracy of shipment milestones and status codes.

3. Complete 100% manifest filings within regulatory timeframes.

4. Minimize documentation discrepancies and billing errors.

5. Ensure complete and compliant filing of all shipment documentation.

6. Meet customer reporting requirements within agreed timelines.

7. Support customer satisfaction through timely and accurate execution