Import and Export Documentation Administration

Oversee cargo handling and storage according to SOPs and cargo-specific requirements Prepare and manage essential cargo documentation for incoming and outgoing shipments Perform stock control, inventory tracking, and housekeeping duties to align with cargo plans Implement safety and security measures, escalating any breaches when necessary Operate cargo equipment and vehicles efficiently and safely in all weather conditions Work in shifts to support 24/7 air cargo operations Apply knowledge of organisational and regulatory safety standards in daily operations Demonstrate accuracy, attention to detail, and teamwork in executing cargo responsibilities

Prepare import/export documentation, including customs declarations, invoices, packing lists, certificates of origin, and permits. Ensure all information is accurate, complete, and compliant with customs regulations. Submit customs documentation via online portals (e.g., uCustoms in Malaysia). Liaise with customs officers to resolve any documentation issues or queries. Calculate and verify applicable duties, tariffs, and taxes based on product classification (HS codes). Ensure accurate payments are made to customs authorities and receipts are recorded. Monitor the status of shipments and ensure timely customs clearance. Coordinate with freight forwarders, logistics teams, and port authorities to facilitate cargo release. Maintain organized records of all customs-related transactions for audits and regulatory checks. Keep up to date with changes in customs regulations, trade agreements, and import/export laws. Communicate with clients or internal departments regarding clearance status, required documents, or compliance issues. Advise clients on import/export procedures, restrictions, or special requirements (e.g., controlled goods).

Manage daily trade operations including end-to-end order processing Facilitate storage and deployment of products, resolving conflicts as needed Review inventory levels and initiate merchandise orders Prepare purchase orders (POs), track shipments, and coordinate deliveries Oversee receipt of incoming items, reconciling with purchase orders Ensure proper tagging, labeling, and safe storage of inventory Monitor and supervise receiving teams and equipment operations Enforce safety procedures and compliance in warehouse operations

Schedule and track sea freight shipments (import/export) to ensure timely dispatch and delivery. Coordinate with shipping lines, freight forwarders, port authorities, and inland transport providers. Prepare and verify shipping documentation such as Bills of Lading, packing lists, and invoices. Liaise with customs brokers and ensure compliance with port, national, and international regulations. Monitor cargo status using logistics software or carrier platforms. Provide shipment updates to clients and stakeholders and troubleshoot any delivery issues. Manage stock levels and coordinate with warehouse staff for cargo receiving and dispatch. Ensure correct labelling, packaging, and cargo handling procedures. Serve as the main contact for customers, resolving shipment issues or delays. Coordinate internally with procurement, sales, and operations departments to align supply chain activities. Optimize shipping routes, container utilization, and transportation modes to reduce costs. Assist in negotiating freight rates and tracking logistics expenses.

Prepare and process shipping documents such as bills of lading, cargo manifests, delivery orders, and gate passes. Handle vessel clearance documents required by port authorities, customs, and shipping lines. Input cargo and container information into port management or Terminal Operating Systems (TOS). Maintain accurate and up-to-date records of incoming and outgoing cargo and vessel details. Coordinate with shipping agents, freight forwarders, customs brokers, and port operations staff to ensure documentation accuracy. Follow up on missing or incomplete documentation and resolve discrepancies. Ensure all documents comply with port regulations, customs procedures, and international shipping standards. Support audits and inspections by providing relevant records and reports. Assist customers and logistics partners with document-related queries. Provide timely updates on cargo release, vessel arrival/departure status, and clearance timelines. Generate daily, weekly, or ad hoc reports on cargo movements, vessel schedules, and document processing activities.

Notify port authorities and stakeholders of vessel arrival. Arrange for pilotage, towage, mooring, and berth allocation. Facilitate customs and immigration clearance. Prepare and submit essential documents (e.g., cargo manifest, bill of lading, crew list). Ensure all port dues and charges are settled. Act as the main contact between shipmaster and port stakeholders (terminal operators, customs, marine department). Coordinate port services (provisioning, repairs, bunkering, crew change). Organise stevedoring services for loading and unloading cargo. Monitor cargo operations and report progress to clients. Respond to vessel delays, damage, or emergencies. Liaise with insurers, surveyors, and authorities as needed. Manage disbursement accounts and verify port service invoices. Issue arrival/departure reports and shipping statements to principals.