Documentation Staff

Job Overview: We are seeking a highly responsible and detail-oriented Documentation Staff member to join our Ocean Export Department. The ideal candidate will take full ownership of documentation tasks, ensuring the accurate and on-time submission of all required documents. Responsibilities include managing the process from SI and VGM submission to the timely filing of AMS, ISF, and ACI, followed by invoicing and job closure. The role demands accountability, adherence to strict deadlines, and a commitment to compliance. Key Responsibilities: 1. SI Submission: Collect and prepare shipping documents from customers and internal teams. Take full responsibility for ensuring SI is submitted on time to carriers or relevant parties. Collaborate with internal and external stakeholders to confirm all shipment details and resolve any issues promptly. 2. VGM Submission: Prepare and submit VGM in compliance with SOLAS regulations. Ensure timely submission of VGM to carriers or port authorities, maintaining responsibility for accuracy and deadlines. 3. Filing AMS, ISF, and ACI: AMS Filing: Prepare and submit AMS documentation for US-bound shipments, ensuring timely compliance. ISF Filing: Take full ownership of ISF filing for US-bound cargo to meet US Customs and Border Protection (CBP) requirements. ACI / E-manifest Filing: Ensure accurate and timely submission of ACI documentation for Canada-bound shipments to meet Canadian customs requirements. 4. B/L Preparation: Draft and verify the B/L based on final SI details. Handle amendments or corrections, coordinating with carriers and customers to ensure issues are resolved without delay. 5. Customs Documentation & Compliance: Ensure accurate preparation of customs-related documents, taking responsibility for regulatory compliance. Work closely with the customs team to ensure timely clearance of shipments in accordance with all applicable laws. 6. Coordination with Operations Teams: Address any documentation or shipment issues swiftly and professionally. 7. Billing and Invoicing: Ensure timely and accurate billing by coordinating with the finance department, taking accountability for all cost elements before issuing invoices. Resolve any discrepancies or customer inquiries related to invoicing in a timely manner. 8. Job Closure: Ensure all documentation is accurately uploaded into the system and that jobs are closed promptly once billing is completed. Take full responsibility for resolving any outstanding issues related to documentation or billing before closing jobs. 9. System Management: Maintain and update the internal system with all documentation and data related to shipments. Ensure all processes are completed on time, with no delays or inaccuracies in the system. Key Requirements: Education: Bachelor degree in logistics, supply chain management, or a related field is preferred. New graduates will be considered. Experience: 1-2 years of relevant experience in freight forwarding, particularly in ocean export documentation, including AMS, ISF, and ACI filings. Strong sense of responsibility and commitment to meeting deadlines. Proficiency in ocean export documentation processes and systems. Familiarity with AMS, ISF, ACI, and other customs filing requirements. Detail-oriented with excellent organizational skills. Strong communication skills for working with internal teams, customers, and carriers. Other: Ability to work under pressure and manage multiple tasks with a sense of urgency and accountability. Note: This JD is intended to describe the general nature of the job role and is not an exhaustive list of all responsibilities, duties, and skills required. The employer reserves the right to amend or assign other duties as necessary.