Documentation Executive

Job Responsibilities:

Accurate Documentation Preparation:

• Prepare, verify, and manage all export documentation required for international shipments, ensuring compliance with international trade laws and destination country regulations.
• Double-check HS codes, tariff classifications, and other critical data to ensure correctness.

Customer Liaison:

• Understand and address customer requirements, providing tailored solutions for their documentation needs.
• Communicate effectively with international customers, providing updates on shipment status and addressing concerns related to export documentation.

Ownership of the Export Process:

• Take complete ownership of the documentation process from beginning to end, ensuring it is completed accurately and on time.
• Manage any challenges related to document errors, regulatory changes, or delayed shipments, ensuring swift and effective resolutions.

Problem Solving and Issue Resolution:

• Proactively identify and resolve any documentation-related issues, working closely with customers, Sales Team, and Shipping lines, any regulatory authorities.
• Handle emergency shipments, ensuring that documentation issues do not cause delays.

Documentation Audit and Reporting:

• Conduct internal audits of export documentation, ensuring it complies with company policies and government regulations.
• Prepare detailed reports on export documentation activities, offering insights into potential process improvements.

Training and Process Improvement:

• Provide training and guidance to team members or other departments regarding best practices in export documentation.
• Identify opportunities to optimize documentation processes and enhance overall efficiency.

Note: Please make sure to attached your resume that includes your latest picture in the resume before clicking the submission button to this application.

**Only shortlisted candidates will be contacted.

Job Requirements:

• Diploma or Degree in International Business, Logistics, Supply Chain Management, Customs Administration, or a related field.
• Additional certifications in Export Documentation or International Trade would be beneficial (e.g., CITP, CES, or equivalent).
• Minimum of 3 years of experience in preparing and managing export documentation for international shipments.
• Experience handling complex export regulations and multimodal documentation for multiple countries.
• In-depth knowledge of HS codes, export licenses, shipping documents, and customs compliance in major markets.
• Take full ownership of the export documentation process, ensuring timely and accurate completion of all documents.
• Proven experience in handling discrepancies, delays, and urgent documentation issues independently.
• Understand and respond to customer-specific requirements related to export documentation, ensuring their needs are met with accuracy and speed.
• Ability to provide clear and effective communication to customers about documentation status and compliance requirements.
• Strong attention to detail, ensuring the precise preparation and verification of export documents such as commercial invoices, packing lists, bills of lading, and certificates of origin.
• Expertise in country-specific regulations, including import/export tariffs, restrictions, and permits for the shipment of goods across borders.
• Knowledge of local customs regulations, avoiding common mistakes and ensuring compliance to prevent shipment delays.

Skills and Competencies:

English Proficiency (Mandatory):

• Fluent in reading, writing, and speaking English. This is a mandatory requirement to ensure clear and effective communication with both internal teams and international clients.
• Strong writing skills to prepare detailed documentation, including formal correspondence and reports, all in English.

Accuracy & Attention to Detail:

• Ability to produce error-free documentation consistently, with a focus on precision to prevent costly mistakes.

Regulatory Knowledge:

• Thorough understanding of international trade regulations, including export controls, tariff codes, country-specific compliance, and customs declarations.

Ownership and Accountability:

• Ability to take ownership of complex tasks and handle responsibilities independently, ensuring the job is done without supervision.

Effective Communication:

• Excellent verbal and written communication skills in English, ensuring that all documentation is clear, concise, and properly formatted for compliance and customer needs.
• Capable of engaging directly with international customers, explaining the documentation process and resolving any issues in real-time.

Problem-Solving Skills:

• Strong analytical skills to identify, address, and resolve documentation issues before they cause significant disruptions to the shipping process.

Time Management & Organizational Skills:

• Ability to prioritize multiple shipments and manage high volumes of documentation, ensuring that deadlines are met without sacrificing accuracy.

Job Type: Full-time

Pay: RM3,500.00 - RM4,500.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday

Supplemental Pay:

• Performance bonus
• Yearly bonus

Ability to commute/relocate:

• Johor Bahru: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Export Documentation: 3 years (Required)

Language:

• English Language fluently (Required)

Application Deadline: 04/20/2025