Logistics Documentation Specialist

Overview

The Export Documentation Executive is responsible for managing comprehensive pre-shipment and post-shipment export documentation processes. This role ensures alignment with customer specifications, Purchase Orders (PO), Proforma Invoices (PI), Letters of Credit (LC), customs rules, and international trade regulations. Collaboration with internal departments and external agencies is essential for timely and accurate shipment handling and export transaction completion.

Key Duties

• Review and verify LC drafts and associated documentation requirements.
• Draft Commercial Invoices and Packing Lists in line with PO, PI, and LC terms.
• Prepare approval documents and liaise with the Marketing team for validations.
• Coordinate with freight forwarders and Customs House Agents (CHA) for shipment bookings and documentation checks.
• Compile shipment-related documents including EP Copy, Exporter Copy, TR Copies, VGM, Booking Documents, and DGD for handover.
• Ensure all documents are accurate and complete prior to shipment execution.
• Manage post-shipment documentation such as Shipping Instructions, Bill of Lading drafts and finalization, ensuring minimal discrepancies.
• Maintain a Document Travel Tracker to monitor export paperwork progress.
• Acquire Certificates of Origin through the Chamber of Commerce and handle preferential trade certificates (AIFTA, IKCEPA, IJCEPA, GSP, etc.).
• Submit post-shipment documents punctually to Finance and Taxation departments and arrange delivery of final originals to customers.
• Organize all supporting paperwork for Insurance Certificates issuance.
• Maintain thorough electronic records for audit and future reference.
• Monitor Export General Manifest (EGM) status and facilitate closure of pending matters.
• Ensure all export documentation is properly completed and filed on time.

Qualifications and Experience

• Graduate degree in Commerce, International Business, Logistics, Supply Chain, Export-Import Management, or a related field.
• 2 to 5 years’ experience in Export Documentation, EXIM, International Logistics, or Shipping Documentation.
• Practical exposure to LC verification, Commercial Invoice preparation, Packing List, Shipping Bill, Bill of Lading, Certificate of Origin, and post-shipment documentation processes.
• Familiarity interacting with CHA, freight forwarders, shipping lines, banks/finance teams, and government agencies is advantageous.
• Proficiency in MS Excel, MS Office, ERP/SAP, and export documentation software is beneficial.