Documentation Specialist - Logistics Centre of Excellence

The Documentation Specialist role ensures the accuracy, compliance, and timeliness of export and import documentation processes for global freight forwarding operations.

This includes managing shipping instructions, carrier bill of lading submissions, security filings, cargo manifesting, customs compilation, and delivery order issuance.

The role is accountable for linking financials to shipments, ensuring alignment with regulatory and client requirements, and upholding service quality by monitoring carrier and haulier documentation performance.

It plays a key role in supporting seamless end-to-end logistics execution across international trade lanes.

Responsibilities

Manage Export Documentation Compliance:

Review shipping instructions, submit carrier bill of lading instructions, VGM declarations, and security filings, ensuring compliance with customer and regulatory requirements.

Produce Accurate Bill of Lading Documents

Draft and finalise Bills of Lading (BL) to support timely cargo movement and invoicing.

Perform Import Compliance Activities:

Verify routing and transhipment details, submit manifests, perform customs compiling, and lodge air/sea cargo to meet destination clearance requirements.

Coordinate Arrival Communication:

Send arrival notices and delivery orders promptly to ensure effective cargo handover and minimise demurrage.

Monitor Carrier and Haulier Documentation Performance:

Track document flow and quality across carrier and haulier partners to maintain process integrity.

Mandatory experience

- Minimum 2 years of experience in export and/or import documentation within international freight forwarding.

- Demonstrated proficiency in preparing and submitting Bills of Lading (BL), manifests, and customs-related documents.

- Familiarity with carrier documentation requirements, security filings, and regulatory compliance (e.g., VGM, AMS).

- Experience using freight forwarding or logistics documentation systems (e.g., CargoWise, INTTRA).

- Ability to manage high volumes of time-sensitive documentation with accuracy and attention to detail.

Desirable experience

- Exposure to both sea and air freight documentation processes.

- Understanding of customs compiling, delivery order issuance, and transhipment routing verification.

- Prior experience with customer or vendor communication for document validation and corrections.

- Knowledge of international trade regulations, Incoterms, and cargo manifest protocols.

Technical skills

- Proficiency in preparing and submitting export and import documentation, including Bills of Lading, manifests, and delivery orders.

- Experience using logistics documentation systems and platforms (e.g., CargoWise, INTTRA, carrier portals).

- Ability to accurately link shipment financials (revenues and costs) within documentation workflows.

- Familiarity with regulatory filing processes such as VGM submission, security filings, and customs compiling.

- Knowledge of transhipment routing verification, cargo lodgement procedures, and arrival communication.

- Strong attention to detail for document review, compliance validation, and audit readiness.

Business skills

- High attention to detail to ensure document accuracy and compliance with shipping and regulatory requirements.

- Strong organisational skills to manage high volumes of time-sensitive documentation across regions.

- Understanding of international trade workflows, including Incoterms and customs dependencies.

- Ability to communicate clearly with internal stakeholders and external partners regarding documentation queries.

- Risk awareness to identify potential non-compliance issues and escalate appropriately.

- Process discipline to adhere to cut-offs, filing timelines, and documentation standards.

Leadership skills

- Ownership of documentation quality and compliance within assigned responsibilities.

- Proactive in identifying and escalating document discrepancies or risks.

- Openness to feedback and willingness to learn from senior team members and process leads.

- Reliability in adhering to deadlines, service standards, and escalation protocols.

- Positive collaboration with colleagues in a shared services or offshore team environment.