Documentation Officer

Job Summary:

The Documentation Officer is responsible for handling, organizing, and verifying all logistics and freight forwarding documentation to ensure efficient and compliant movement of goods. This role requires close coordination with operations, customs, and clients to maintain accurate records and facilitate the smooth transit of goods across borders.

Key Responsibilities:

1. Documentation Preparation and Verification
• Prepare, verify, and process all required shipping documents, including Bills of Lading, Commercial Invoices, Packing Lists, Certificates of Origin, and other regulatory documents.
• Ensure that documents are complete, accurate, and comply with international and local regulatory requirements.
2. Customs and Compliance Coordination
• Liaise with customs officials and freight forwarders to ensure timely clearance of goods.
• Stay updated with customs regulations and ensure that all documentation meets regulatory standards.
• Prepare and submit customs declarations and other documentation as required.
3. Data Entry and Record Keeping
• Enter shipment and document details into the companys system accurately and maintain organized records for future reference.
• Maintain an updated log of all shipments, including status and location tracking.
4. Client and Vendor Communication
• Communicate with clients to obtain required shipment information and provide updates on documentation status.
• Coordinate with vendors, shipping lines, and carriers to ensure that documentation is prepared and submitted within required timeframes.
5. Problem Resolution
• Identify and resolve documentation issues promptly to avoid delays in shipments.
• Handle discrepancies and troubleshoot problems related to shipping documentation and customs processes.
6. Reporting and Analysis
• Generate periodic reports on documentation processes, shipment statuses, and compliance checks.
• Analyze data to improve documentation efficiency and suggest process improvements.
7. Administrative Support
• Assist with other administrative tasks related to logistics operations as needed.
• Support the team in meeting organizational goals by maintaining high-quality and timely documentation processes.

Qualifications:

• Education: Bachelors degree in Business Administration, Logistics, Supply Chain Management, or related field.
• Experience: Minimum of 2 years in documentation or logistics role within a freight forwarding or shipping company.
• Knowledge: Strong understanding of freight forwarding processes, customs regulations, and shipping documentation.
• Skills:
• Excellent communication skills for liaising with clients and customs officials.
• Proficiency in MS Office Suite, particularly Excel.
• Detail-oriented with strong organizational skills.
• Ability to manage multiple shipments and documentation tasks under time constraints.

Key Competencies:

• Strong attention to detail and accuracy.
• Ability to work effectively under pressure and meet deadlines.
• Good interpersonal skills and teamwork orientation.
• Problem-solving skills with a proactive approach to challenges.