Export Documentation Team Lead

People Profilers Pte Ltd; Santo Niño 1st; On-site; PHP 600,000 - 1,200,000; Full time

Job summary

People Profilers Pte Ltd in the Philippines seeks an Export Documentation Team Lead to oversee pre- and post-shipment documents, ensure compliance with international regulations, and improve accuracy and turnaround times.

You will coordinate with Shipping, Logistics and IC S teams, guide staff on documentation procedures, maintain audit-ready records, and drive process improvements with IT and ops partners.

Qualifications

• Minimum Higher Diploma or relevant professional certification.
• At least 5 years of experience in export documentation or a related field.
• In-depth knowledge of export regulations and compliance requirements.
• Proficiency in export documentation software and systems.
• Excellent communication and interpersonal skills.
• Ability to manage varied tasks requiring different skills in a productive and effective manner.

Responsibilities

• Prepare and manage pre- and post-shipment documents, including invoices, packing lists, L/C documents, certificates of origin, and other documents required by customers.
• Keep up to date with changes to international trade regulations and shipping documentation requirements.
• Identify potential compliance risks relating to shipping documentation and address them.
• Develop and implement procedures to mitigate compliance risks and ensure documentation accuracy and completeness.
• Coordinate with internal stakeholders (Shipping, Logistics and IC S teams) to facilitate export operations and liaise with customers to resolve documentation issues.
• Maintain accurate digital and physical records of export documentation and related correspondence for audits and import/export checks.
• Analyse existing export documentation workflows, identify inefficiencies, and collaborate with IT, Logistics and IC S teams to implement improvements.

Job description

Export Documentation Team Lead

Key Responsibilities

Document Preparation and Compliance Management

• Prepare and manage pre- and post-shipment documents, including commercial invoices, packing lists, letters of credit (L/C) documents, importing-country certificates, customs and insurance declarations, certificates of origin, and other documents required by customers.
• Keep up to date with changes to international trade regulations and shipping documentation requirements.
• Identify potential compliance risks relating to shipping documentation and take appropriate action to address them
• Develop and implement procedures to mitigate compliance risks and ensure documentation is accurate and complete.

Stakeholder Coordination and Issue Resolution

• Coordinate with internal stakeholders, including Shipping, Logistics and IC S teams, to facilitate smooth export operations.
• Liaise with customers and external parties to obtain required information and resolve documentation issues or discrepancies.

Data Accuracy, Records and Document Maintenance

• Maintain accurate digital and physical records of export documentation and related correspondence to prevent delays and customs issues.
• Ensure records are organised and available for periodic document vouching by external auditors.

Process Re-engineering and Optimisation

• Analyse existing export documentation workflows and identify inefficiencies.
• Develop and implement process improvements to streamline document processing and improve accuracy, turnaround time and cost-effectiveness.
• Collaborate with IT, Logistics and IC S teams to improve system integration for export documentation.
• Establish and monitor key performance indicators (KPIs) to measure and improve process effectiveness.

Team Collaboration and Training

• Train and mentor shipping staff on documentation procedures and compliance standards.
• Assist in developing and implementing relevant policies and procedures.

Requirements

• Minimum Higher Diploma or relevant professional certification.
• At least 5 years of experience in export documentation or a related field.
• In-depth knowledge of export regulations and compliance requirements.
• Proficiency in export documentation software and systems.
• Self-motivated, with strong problem-solving skills and a high level of attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage varied tasks requiring different skills in a productive and effective manner.

We regret that only shortlisted candidates will be notified.