Key Responsibilities:
Document Management:
Preparing and maintaining various documents, including invoices, packing lists, shipping documents, and customs declarations.
Ensuring documents are accurate, up-to-date, and compliant with relevant regulations.
Developing and implementing document control systems.
Filing, referencing, and tracking documents.
Compliance and Regulations:
Monitoring changes in regulations and implementing necessary changes in the document control system.
Ensuring compliance with both domestic and international regulations.
Maintaining organized records of compliance and KYC documents.
Coordination and Communication:
Liaising with shippers, forwarders, banks, and other stakeholders.
Coordinating with suppliers and shipping agents.
Communicating with logistic agencies and customers.
Specific Tasks (depending on the industry):
Shipping/Logistics: Preparing pre- and post-shipping documents, handling export/import documentation, tracking shipments, and coordinating with shipping companies.
Manufacturing: Maintaining records, filing hard and soft copy documents, and ensuring compliance with business and legal requirements.
Other: Preparing certificates of origin, insurance certificates, and B/L drafts.
Other Duties:
Preparing daily reports on shipments and delivery schedules.
Assisting with internal and external audits.
Training employees on efficient documentation usage.
Maintaining a long-term storage strategy.
Skills and Qualifications:
Strong organizational and record-keeping skills.
Attention to detail and accuracy.
Good communication and interpersonal skills.
Knowledge of relevant regulations and procedures.
Proficiency in relevant software and systems.
Ability to work independently and as part of a team.
Ability to prioritize tasks and meet deadlines.