Documentation Officer

Job Summary
We are seeking a detail-oriented and proactive Import Documentation Specialist to manage the end-to-end process of import transactions, ensuring compliance with company policies and international trade regulations. The successful candidate will coordinate with multiple stakeholders, including banks, suppliers, freight forwarders, and customs authorities, to facilitate smooth and timely import operations. This role demands strong organizational skills, attention to detail, and a thorough understanding of Letters of Credit (LCs) and import documentation.

Key Responsibilities
- Initiate the opening of Letters of Credit (LCs) or Bank Contracts in collaboration with the line manager, ensuring all procedures comply with relevant regulations and company policies.
- Act as the primary liaison with suppliers, banks, freight forwarders, clearing agents, insurance companies, and customs officials to secure timely procurement of all necessary import documents and duty forms.
- Follow up diligently with banks regarding LCs, Bank Contracts, shipping documents, and retirement advices to ensure smooth transaction flow.
- Conduct comprehensive checks of Letters of Credit and import documents such as Commercial Invoices, Packing Lists, Certificates, and Bills of Lading, verifying accuracy and adherence to regulatory requirements.
- Coordinate closely with clearing agents to facilitate efficient consignment clearance and ensure timely offloading at plant locations.
- Maintain and update the import master chart and in-transit files regularly to guarantee data accuracy and transparency.
- Manage security deposits by maintaining records, following up with clearing agents, and reporting to the finance department as needed.
- Process payments for clearing agents and transporters, ensuring all bills are accurate and paid promptly.
- Stay informed about current import regulations, trade agreements, and best practices to ensure compliance and optimize processes.
- Analyze import data to identify opportunities for cost savings and process improvements.
- Build and maintain strong working relationships with both internal teams and external partners to support seamless import operations.
- Exhibit excellent organizational skills and meticulous attention to detail throughout all tasks.

Required Qualifications
- Proficiency in English, both written and verbal, to communicate effectively with diverse stakeholders.
- Strong analytical and problem-solving abilities to handle complex import documentation and resolve discrepancies.
- Ability to manage multiple priorities simultaneously while maintaining accuracy and meeting deadlines.
- Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, for documentation and reporting purposes.
- Solid understanding of international trade principles and customs regulations to ensure compliance.
- In-depth knowledge of Letter of Credit documentation, processes, and banking procedures.
- Exceptional multitasking skills and a keen eye for detail to manage various import-related activities efficiently.

Preferred Qualifications and Benefits
While not explicitly stated, candidates with prior experience in import documentation or supply chain management will be highly valued. The role offers an opportunity to work in a dynamic environment with exposure to international trade operations, fostering professional growth and development.

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This position is ideal for candidates who thrive in a fast-paced environment and are committed to ensuring compliance and operational excellence in import processes. If you possess the required skills and are eager to contribute to a collaborative team, we encourage you to apply.