Import Documentation Staff

Acestar International Service Corp.; Manila; On-site; PHP 279,000 - 424,000; Full time

Job summary

Acestar International Service Corp. in Manila is seeking an Importation Documentation Staff to prepare, process, and monitor importation and freight documents, ensuring smooth and timely shipment movements.

You will coordinate with suppliers, freight forwarders, customs brokers, and internal departments, review documents for accuracy, and maintain records. The role requires 1–2 years of related experience and a detail-oriented mindset.

Qualifications

• Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Customs Administration, or related field.
• 1–2 years of experience in importation, freight forwarding, or logistics documentation.
• Familiarity with import/export documentation and freight processes.
• Knowledge of shipping documents: Bill of Lading, Commercial Invoice, Packing List, Arrival Notice, Delivery Order.
• Strong attention to detail and accuracy in handling documents.
• Proficient in Excel and Word; strong written and verbal communication.
• Willingness to work with freight forwarders, customs brokers, and external partners.

Responsibilities

• Prepare and process importation documents, including invoices, packing lists, bills of lading, permits, and other shipping documents.
• Review import documents for accuracy, completeness, and consistency before submission.
• Coordinate with suppliers, freight forwarders, shipping lines, customs brokers, and other service providers.
• Monitor shipment schedules, arrival notices, cargo status, and deadlines.
• Ensure timely submission of required documents to stakeholders such as brokers and customs.
• Assist in preparation and processing of customs clearance requirements.
• Track import shipments from origin to delivery, including customs clearance.
• Maintain accurate and organized records of importation and freight documentation.
• Verify shipment details such as quantities, product descriptions, container numbers, and vessel/flight details.
• Coordinate with Purchasing, Warehouse, Finance, and Operations regarding shipment status.
• Follow up on missing or incorrect documents and coordinate corrections.
• Monitor demurrage, detention, storage, and related charges and escalate issues.
• Assist in preparing reports on shipment status and importation costs.

Skills

Attention to detail

Communication skills

Coordination & follow-up

Time management

Education

Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Customs Administration

Tools

Excel

Word

Job description

On-site - Manila 1-3 Yrs Exp Bachelor Full-time

Insurance Health & Wellness

HMO

Job Description

The Importation Documentation Staff is responsible for preparing, processing, monitoring, and maintaining importation and freight-related documents to ensure the smooth and timely movement of shipments. The role coordinates with shipping lines, freight forwarders, customs brokers, suppliers, and internal departments to ensure that all documentation is complete, accurate, and compliant with applicable customs and import regulations.

Key Responsibilities

• Prepare and process importation documents, including commercial invoices, packing lists, bills of lading/air waybills, permits, and other shipping documents.
• Review import documents for accuracy, completeness, and consistency before submission to relevant parties.
• Coordinate with suppliers, freight forwarders, shipping lines, customs brokers, and other service providers regarding shipment documentation.
• Monitor shipment schedules, arrival notices, cargo status, and documentation deadlines.
• Ensure timely submission of required documents to customs brokers and other concerned parties.
• Assist in the preparation and processing of customs clearance requirements.
• Track import shipments from origin through arrival, customs clearance, and delivery.
• Maintain accurate and organized records of importation and freight documentation.
• Verify shipment details such as quantities, product descriptions, container numbers, seal numbers, vessel/flight details, and consignee information.
• Coordinate with internal departments such as Purchasing, Warehouse, Finance, and Operations regarding shipment status and documentation requirements.
• Follow up on missing, incomplete, or incorrect documents and coordinate necessary corrections.
• Monitor demurrage, detention, storage, and other potential shipment-related charges and escalates issues when necessary.
• Assist in preparing reports on shipment status, importation costs, and documentation.
• Ensure compliance with company policies and applicable customs, trade, and importation requirements.
• Perform other logistics and administrative duties related to import operations as assigned.

Required Qualifications

• Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Customs Administration, or a related field.
• At least 1–2 years of experience in importation, freight forwarding, logistics documentation, or a related role.
• Familiarity with import and export documentation and freight processes.
• Knowledge of shipping documents such as Bill of Lading, Commercial Invoice, Packing List, Arrival Notice, and Delivery Order.
• Good understanding of customs clearance procedures and importation requirements.
• Strong attention to detail and accuracy in handling documents and shipment information.
• Good written and verbal communication skills.
• Strong coordination and follow-up skills.
• Proficient in Microsoft Office, particularly Excel and Word.
• Ability to manage multiple shipments and deadlines simultaneously.
• Willingness to work with freight forwarders, customs brokers, shipping lines, and other external partners.

HR Acestar International Services

HR Officer Acestar International Service Corp.