Customer Service & Documentation Executive

Shipping / Logistics Industry

Position Summary

The Customer Service & Documentation Executive is responsible for handling customers inquiries, coordinating shipment bookings, preparing shipping documentation, and ensuring smooth communication between customers, agents, ports, and internal departments. The role requires strong attention to detail, communication skills, and the ability to work under pressure in a fast-paced shipping environment.

Key Responsibilities

Customer Service Duties

• Handle customers inquiries, bookings, and shipment requests promptly and professionally.
• Coordinate with shippers, consignees, agents and overseas offices regarding shipment arrangements.
• Provide updates on vessel schedules, cargo status, arrivals, delays, and operational matters.
• Resolve customer complaints and operational issues efficiently.
• Maintain strong relationships with customers and support business growth.
• Monitor booking utilization and coordinate space allocation with operations team.
• Follow up on outstanding matters including shipment instructions and approvals.

Documentation Duties

• Prepare and process shipping documents including: Seaway Bill of Lading (BL) , Manifest Delivery Order (DO) , Freight Invoice Cargo Loading List.
• Ensure all documentation is accurate and submitted within deadlines into System.
• Coordinate with customs, agents and internal Finance on documentation requirements.
• Verify freight charges, surcharges, and billing details.
• Maintain proper filing and record management for all shipment documents.
• Ensure compliance with company procedures and shipping regulations.

Requirements

• Diploma in Logistics, Shipping, Maritime Studies, Business, or related field.
• Minimum 1-3 years of experience in shipping, logistics, freight forwarding, or container line operations preferred.
• Familiar with shipping documentation and vessel operations.
• Good communication and interpersonal skills.
• Able to work independently and under pressure.
• Proficient in Microsoft Office applications and shipping systems.
• Strong attention to detail and problem-solving skills.

Preferred Skills

• Knowledge of container shipping procedures and liner operations.
• Experience handling China , Middle East , Red Sea trade lanes is an advantage.
• Ability to multitask and manage tight deadlines.
• Team player with positive working attitude.

Reporting Line

Reports directly to General Manager.

Working Hours

• Monday to Friday: 9:00 AM - 6:00 PM
• Saturday (if applicable): standby support

Salary & Benefits

• Salary commensurate with experience
• Annual leave and medical benefits
• Performance bonus (subject to company performance)