Documentation Executive (Semarang & Surabaya) PT Pacific International Lines

Job Purpose :

To ensure timely, accurate, and complete processing of export and import documentation in compliance with regulatory and company requirements, supporting smooth cargo movement and customer satisfaction.

Key Responsibilities :

1. Export Documentation
   1. Prepare & process shipping documents such as Bill of Lading (BL), Shipping Instruction and Manifest.
   2. Coordinate with customers, internal departments, and origin/destination offices to ensure accuracy and completeness of documents.
   3. Monitor vessel schedules and ensure documents are released within timeline.
   4. Liaise with port authorities, customs brokers and shipping agents for necessary document submissions.
2. Import Documentation
   1. Receive and verify import documents from overseas agents and origin offices.
   2. Ensure timely submission of manifests to local authorities (e.g. customs, port authority)
   3. Communicate with consignees regarding document availability and delivery instructions.
   4. Follow up on Delivery Orders (DO) issuance and necessary endorsements.
3. System Entry and Compliance
   1. Accurately input data into company systems and ensure documentation complies with local and international trade regulations.
   2. Maintain organized record for audit and compliance purposes.
4. Coordination and Customer Service
   1. Provide clear and timely communication to customers regarding document status and requirements.
   2. Handle customer queries and complaints related to export/import documentation.
5. Reporting
   1. Prepare regular reports on documentation activities, delays, and issues encountered.
   2. Escalate issues to the Branch Manager as needed.

Requirements:

1. Education : Minimum Diploma Degree (D3) or Bachelor's Degree in Logistics, Business Administration, International Trade or a related field.
2. Experience : Minimum 2 years experience in shipping or logistics, particularly in documentation for both export and import.
3. Familiar with CEISA (Customs and Excise System)
4. Strong attention to detail and accuracy
5. Good understanding of shipping doucments, customs regulations and port procedures.
6. Proficient in Microsoft Office and shipping systems.
7. Strong communication and coordination skills.
8. Able to work under pressure and meet tight deadlines.