About the job

We are currently seeking a meticulous and highly organized Documentation Staff member to join our freight forwarding team. The ideal candidate will be responsible for the accurate and timely preparation, processing, and management of all essential shipping documents for both import and export shipments. This role requires a strong attention to detail to ensure full compliance with customs regulations and trade laws, preventing costly delays and errors. Key responsibilities include preparing bills of lading, coordinating with carriers and customs brokers, and maintaining systematic records for efficient retrieval and reporting.

Key duties and responsibilities

Document processing and management

• Prepare and review documents: Accurately create and process all shipping documents, including bills of lading (B/L), commercial invoices, packing lists, and certificates of origin.

• Ensure compliance: Verify that all documentation is complete, accurate, and in full compliance with customs regulations and international trade laws for both domestic and international shipments.

• Coordinate with stakeholders: Liaise with customs brokers, carriers (shipping lines, airlines), clients, and internal teams to gather necessary information and resolve any documentation discrepancies.

• Manage electronic data: Process and transmit electronic data interchange (EDI) filings as required by customs authorities and carrier systems.

• File and archive: Maintain a systematic and organized filing system for all documents, both physically and digitally, for efficient record-keeping and audit purposes.

Communication and support

• Provide updates: Communicate with clients and the customer service team to provide updates on documentation status and ensure timely and transparent service.

• Handle inquiries: Address and resolve queries from internal and external parties related to documentation issues, such as missing paperwork or incorrect filings.

• Process billing: Assist in preparing invoices and billing information based on processed documentation.

Administrative functions

• Track shipments: Assist in tracking and monitoring the status of shipments to ensure that all necessary documents are processed at the correct stages of transit.

• Perform data entry: Accurately enter and update shipment details, rates, and other data into the company’s logistics software.

Skills and qualifications

• Attention to detail: An extremely high level of accuracy and meticulousness is essential to prevent costly errors in documentation.

• Knowledge of regulations: A solid understanding of international trade laws, Incoterms, and customs procedures is required.

• Communication skills: Strong verbal and written communication skills are needed for clear interaction with clients, carriers, and internal teams.

• Organizational skills: Excellent organizational and time management abilities are necessary to manage multiple shipments and deadlines simultaneously.

• Technical proficiency: Proficient in Microsoft Office (Word, Excel, Outlook).

• Experience: Previous experience in freight forwarding, shipping, or a related administrative role is often preferred.

• Education: A diploma or bachelor’s degree in Logistics, Supply Chain Management, or Business Administration is often beneficial.

To apply, please send in your resume to stefanny@translindo.co.id