Operations & Documentation Officer

Responsibilities Prepare and verify shipping documents, including Booking Confirmation, Bill of Lading (BL/HBL/MBL), Commercial Invoice, Packing List, Certificate of Origin, and other required documents. Review shipping instructions and ensure all information is accurate and compliant with customer and carrier requirements. Submit Shipping Instructions (SI) within the required deadlines. Check draft BLs and coordinate amendments with shipping lines and customers. Issue and distribute final shipping documents to customers and relevant parties. Maintain accurate records of all shipment documentation. Coordinate the end-to-end movement of import and export shipments. Handle booking requests with shipping lines, airlines, transporters, and other service providers. Follow up on vessel schedules, ETD/ETA, cargo readiness, cut-off dates, and container availability. Coordinate container release, empty container pickup, stuffing, transportation, and delivery. Monitor shipments and proactively communicate delays or operational issues. Coordinate with overseas agents and destination offices regarding shipment status. Communicate with customers regarding booking status, shipment schedules, documentation, and operational requirements. Provide regular shipment updates to customers. Respond promptly to customer inquiries and resolve operational/documentation issues. Ensure customer requirements are properly communicated to internal and external stakeholders. Coordinate customs clearance documentation with customs brokers and relevant authorities. Ensure all required documents are available before shipment and customs clearance. Follow company procedures and applicable import/export regulations. Identify documentation discrepancies and arrange corrections promptly. Monitor shipments from booking confirmation until final delivery. Update internal systems with accurate shipment information. Maintain shipment files and ensure all documents are properly archived. Prepare operational reports, shipment status reports, and other reports as required by management. Follow up on pending documents, payments, approvals, and operational actions. Knowledge of freight forwarding and logistics operations. Good understanding of shipping documentation and BL procedures. Knowledge of import/export processes and customs documentation. Strong attention to detail and accuracy. Good communication and customer service skills. Ability to manage multiple shipments and meet strict deadlines. Problem-solving and coordination skills. Good computer skills, especially Microsoft Excel and Outlook. Experience with freight forwarding or logistics systems is an advantage. Qualifications Diploma or Bachelor's degree in Logistics, Supply Chain Management, International Trade, Business Administration, or a related field. 2–5 years of experience in freight forwarding, shipping, logistics operations, or documentation. Experience dealing with shipping lines, customers, transporters, customs brokers, and overseas agents is preferred. Good command of written and spoken English.