Export Documentation Specialists

Outsourcey; Manila; On-site; PHP 350,000 - 550,000; Full time

Job summary

Outsourcey in Manila is seeking an experienced Export Documentation Specialist to support international shipments. You will prepare export documents, review bills of lading, and communicate with freight forwarders and customers to ensure on-time delivery.

The role requires hands-on experience with HS codes, shipping software, and strong English communication. You will coordinate loads, maintain records, and resolve documentation discrepancies efficiently.

Qualifications

• Min 3 years of proven experience in export documentation, international logistics or a similar role.
• Hands-on experience preparing export documentation and reviewing bills of lading.
• Familiarity with HS codes and product classification preferred.
• Experience with freight forwarders, carriers, brokers, and international customers.
• Proficient in shipping software and Microsoft Teams/Planner with strong English communication.
• Excellent attention to detail and ability to manage multiple shipments and deadlines.

Responsibilities

• Prepare and process export documentation for international shipments.
• Prepare and review bills of lading and other shipping documents.
• Prepare shipping instructions and verify shipment information.
• Coordinate domestic and international shipments of scrap metal and recycled materials.
• Communicate with customers, suppliers, carriers, and logistics partners.
• Track active loads and maintain accurate shipment status information.
• Identify documentation discrepancies and coordinate corrections quickly.
• Maintain organized electronic records for each shipment and load.
• Use Teams/Planner to manage tasks and communicate internally.
• Draft professional shipping emails and ensure timely document delivery.

Skills

Export documentation

Bill of lading

HS codes

International shipping docs

Coordination with carriers

Communication (English)

Attention to detail

Documentation management

Deadline management

Shipping software

Microsoft Teams

Microsoft Planner

Adobe Acrobat

Customer and partner liaison

Tools

Shipping software

Microsoft Teams

Microsoft Planner

Adobe Acrobat

Job description

• Min 3 Years of Proven Experience in Export Documentation, International Logistics, Freight Forwarding, Shipping, Import/Export Operations, or a similar role
• Previous hands-on experience preparing export documentation is required
• Strong familiarity with bills of lading and shipping instructions
• Experience preparing and reviewing international shipping documents
• Understanding of the international shipping process from load coordination through documentation and delivery
• Familiarity with HS codes and product classification is strongly preferred
• Experience with freight forwarders, carriers, shipping lines, brokers, and international customers is strongly preferred
• Scrap metal, recycling, commodities, metals trading, manufacturing, or industrial logistics experience is a major plus
• Experience using shipping or logistics software
• Experience with Microsoft Teams and Microsoft Planner is strongly preferred
• Excellent written English and professional communication
• Exceptional attention to detail and document accuracy
• Strong organizational and deadline-management skills
• Ability to manage multiple shipments and documentation requirements simultaneously
• Ability to identify documentation discrepancies before they create shipping delays
• Strong follow-up and problem-solving skills
• Comfortable communicating with international customers and logistics partners
• Proactive, dependable, organized, responsive, and capable of working independently

Core responsibilities:

• Prepare and process export documentation for international shipments
• Ensure export documents are accurate, complete, and submitted on time
• Prepare and review bills of lading and other required shipping documents
• Prepare and communicate shipping instructions
• Review shipment information including customer details, destination, material, weights, quantities, container information, and shipping requirements
• Assist with determining and verifying appropriate HS codes when needed
• Prepare commercial invoices, packing lists, certificates, and other required export documents
• Send shipping and export documents to international customers, freight forwarders, carriers, brokers, and other authorized parties
• Coordinate domestic and international shipments of scrap metal and recycled materials
• Communicate with customers, suppliers, buyers, sellers, carriers, freight forwarders, shipping lines, warehouses, and other logistics partners
• Coordinate pickup, transportation, shipment, and delivery requirements for loads
• Track active loads and maintain accurate shipment status information
• Monitor pickup dates, shipping dates, cutoffs, documentation deadlines, and delivery timelines
• Follow up on delayed or outstanding shipments and documentation
• Confirm load details and ensure shipping instructions match customer and carrier requirements
• Maintain organized electronic records for each shipment and load
• Upload, download, organize, rename, and distribute shipping documents
• Review documentation for missing information or discrepancies before submission
• Identify documentation errors and coordinate corrections quickly
• Maintain accurate records of completed and active shipments
• Use shipping and logistics software to prepare shipment information and required documentation
• Use Microsoft Teams for internal communication and coordination
• Use Microsoft Planner to create and manage tasks for loads, shipments, documentation, and deadlines
• Add new loads and related tasks into Microsoft Planner
• Update task statuses and ensure outstanding items are followed through to completion
• Communicate primarily through email with international customers and logistics partners
• Draft clear and professional shipping and logistics emails
• Respond to customer and partner requests regarding shipment status and documentation
• Use Adobe Acrobat to review, edit, combine, organize, and prepare PDF shipping documents
• Maintain organized folders containing bills of lading, invoices, shipping instructions, export documents, and supporting records
• Coordinate documentation requirements for multiple loads simultaneously
• Maintain detailed notes regarding shipment activity, communications, and outstanding requirements
• Ensure customers receive required documents promptly
• Assist with resolving discrepancies involving shipment details, weights, quantities, documentation, or delivery information
• Coordinate internally with purchasing, sales, accounting, operations, and logistics teams
• Provide regular updates regarding active loads and outstanding documentation
• Maintain confidentiality of customer, supplier, pricing, and shipment information
• Follow established international shipping and documentation procedures
• Assist with additional logistics, export documentation, shipping, data entry, and administrative responsibilities as needed