Documentation Executive

Export & Trade Documentation Prepare and manage full sets of export documentation, including: Commercial Invoice, Packing List Bill of Lading (BL / EBL) Certificate of Origin (COO) Insurance Certificate Quality / Quantity / Weight Certificates Inspection and shipment-related certificates Review, verify, and process documentation in accordance with sales contracts, shipping instructions, and customer requirements. Coordinate Electronic Bill of Lading (eBL) printing and document issuance with shipping lines. Letter of Credit (LC) & Trade Finance Review LC drafts and advise on amendments prior to issuance. Ensure shipping documents comply fully with LC terms. Identify, resolve, and follow up on LC discrepancies with customers, banks, and internal stakeholders. Submit documents for L C negotiation, DP, TT, and CAD transactions. Liaise with banks for document presentation and acknowledgment. Shipment& Operations Coordination Coordinate with shipping lines, forwarders, shared services centers, overseas offices, and customers to ensure timely document preparation and submission. Issue shipping instructions (SI) and review BL drafts. Monitor shipment schedules and ensure documents are couriered or released on time. Support container and bulk shipments across APAC and global markets. Systems, Reporting & Process Improvement Input and maintain accurate shipment and LC data in ERP and documentation systems (e.g. SAP, CSM/BSM, Ceres). Maintain customer profiles, document templates, and shipment records. Update shipment trackers and operational spreadsheets. Assist in developing SOPs, workflows, and process documentation to improve efficiency. Support audits and internal controls related to documentation and trade compliance. Stakeholder Communication Act as a key coordination point between: Banks Chambers of Commerce Shipping lines Customers and overseas offices Resolve documentation-related queries and discrepancies in a timely and professional manner. Requirement Degree, Diploma preferably in Logistic and Supply Chain Experience 3-8 years of hands-on experience in: Export documentation Trade operations Logistics or commodity trading environment Strong exposure to: Agricultural, commodity, recycling, or industrial trading Container and bulk shipments Multi-country export markets (APAC, US, Europe, China, India, ASEAN) Technical& Functional Skills Strong knowledge of: Export documentation processes Letters of Credit (LC), DP, TT, CAD Bank negotiation and discrepancy handling Experience with ERP / documentation systems such as: SAP (e.g. SAP B1) CSM / BSM Ceres, MFGPRO, JD Edwards (or similar) Proficient in Microsoft Excel and Word .