Documentation Manager & Executive

Job Description

1. As per information and instruction of marketing person make purchase contract with supplier and follow up for schedule shipment.
2. Once shipment is executed follow up for invoice, packing list, bill of lading and other import documents and book same in ERP for submit it for payment to finance department
3. Follow up with finance department for the payment advice/swift copy and share it with supplier and follow up for original document such as invoice, packing list, bill of lading etc
4. Co-ordinate with shipping line or agents for switching of the BL received from the supplier in favour of the customer.
5. Ensure required insurance is taken for all the shipments based on terms of contract.
6. Make necessary sales contracts with the customer and follow up for the schedule shipment
7. Share original copies of invoice, packing list & bill of lading with the customer once shipment is schedule and executed and follow up for the payment.
8. To undertake different types of shipment such as Cross Trade shipment, Import , Export & Local shipments following procedure mentioned above.
9. To finalize clauses of Import LC that needs to be issued in favour of supplier and to schedule shipment & get necessary documents under the LC from the supplier.
10. To finalize clauses of export LC to be received from the customer, schedule shipment and negotiate documents under the LC and follow up for payment
11. To regularly update sales register for the new invoices to be issued in favour of the customer
12. To continuously maintain report of the ongoing shipments for various sectors and discuss/update concern marketing person and management about status of each of the shipment on weekly basis.
13. To timely track ETD and ETA of the shipment and to ensure that documents are received from the supplier on time and are provided to customer on time so that no detention and demurrages are incurred on any of the shipment.
14. To book materials purchase and sales invoice in ERP and ensure that same is online without any backlogs.
15. To book various service invoices and transportation invoices in Orion on timely basis and submit same to finance for payment purpose.
16. To assist in annual audits to the extent data and documents required from Documentation deportment.
17. To have close co-ordination with marketing dept, logistics depart, Account & Finance dept for smooth processing of transaction from purchase side to sales side.
18. Candidate should be aware of the various Incoterms that are being used in international trade.
19. Candidate having previously deal with import & export transactions for Africa, UAE (gulf countries), China, Malaysia, Srilanka, India, Egypt etc will be preferred.
20. Candidate should be able to handle various sectors independently, lead by example & assist in team building by closely working with colleagues within the department.