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About the role The Documentation Executive – Sea Export is responsible for managing the end-to-end export documentation process for sea freight shipments. The role involves close coordination with customers, shipping lines, overseas agents, transport providers, customs/clearance teams, Finance, and internal Operations teams to ensure timely and accurate completion of shipping documentation and smooth execution of shipments. The position will handle Shipping Instructions (SI), VGM, HBL, MBL, Export Manifest, Pre-Alerts, Bill of Lading amendments/releases, shipment system updates, post-departure documentation, and coordination with Finance for invoicing. Key responsibilities Act as the primary documentation/customer service contact for assigned sea export shipments Receive, review, and verify Shipping Instructions (SI) from customers within required cut-offs, including shipper, consignee, notify party, cargo description, HS Code, packages, gross weight, measurement/CBM, container details, ports, vessel/voyage, and freight terms Prepare and submit SI to shipping lines within carrier deadlines and follow up on missing or incomplete information Coordinate with customers/shippers for timely submission of Verified Gross Mass (VGM) and submit VGM to shipping lines/terminals within applicable cut-offs Prepare HBL drafts based on customer instructions, verify details against SI and commercial documents, send drafts to customers for approval, and issue final HBL as per company procedures Coordinate with shipping lines regarding MBL draft preparation, review MBL drafts against HBL and SI, identify discrepancies, and maintain final MBL copies in shipment files Prepare and coordinate export manifest information, ensure consistency with HBL, MBL, and SI, and coordinate manifest submission with shipping lines and customs brokers Prepare and send complete pre-alerts to overseas agents after vessel departure with accurate shipment information, HBL, MBL, commercial invoice, packing list, and other relevant documents Coordinate B/L release according to customer instructions and verify whether shipment is to be released as Original B/L, Sea Waybill, Telex Release, or Express Release Monitor and confirm actual vessel departure, update shipment status, obtain final MBL and carrier documentation, and send final documentation to customers and overseas agents Maintain accurate shipment information in the company's ERP/Freight Forwarding System, update shipment milestones, upload relevant documents, and maintain audit-ready shipment files Coordinate with Finance/Accounts team after vessel departure for timely shipment invoicing and provide accurate shipment and billing information Conduct detailed document checks before submission or release to ensure consistency across SI, VGM, HBL, MBL, Manifest, Pre-Alert, and system records Identify and resolve documentation-related operational issues and coordinate with customers, shipping lines, overseas agents, Finance, and Operations to resolve discrepancies Ensure all shipment documentation is complete after vessel departure and verify that shipment files contain all required documents and approvals About you Bachelor's degree or Diploma in Logistics, Supply Chain, International Business, Shipping, or related field preferred 2–5 years of relevant experience in Sea Export Documentation, Freight Forwarding, NVOCC, Shipping Line, or Logistics Practical experience handling SI, VGM, HBL, MBL, Manifest, Pre-Alert and B/L release Experience coordinating with customers, shipping lines, overseas agents, and internal Finance/Operations teams Strong knowledge of Sea Export Documentation and practical knowledge of SI, VGM, HBL, MBL, Manifest, Pre-Alert and B/L release procedures Good understanding of freight forwarding and NVOCC operations and knowledge of shipping line documentation requirements Good understanding of international shipping terminology and familiarity with Incoterms and basic export documentation Excellent attention to detail, strong customer service and communication skills, and strong coordination and follow-up skills Ability to manage multiple shipments simultaneously and work under strict documentation and vessel cut-off deadlines Good problem-solving skills, strong organizational and time-management skills, and proficiency in MS Excel, Outlook, ERP/Forwarding Software, and other operational systems Experience with freight forwarding software/ERP systems will be an advantage
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