Document Specialist

I. JOB POSITION

Documentation Specialist – Logistics

II. JOB DESCRIPTION

1. Perform import/export documentation tasks (60%)

• Prepare, check, and issue transport documents: SI, Bill, Booking, Shipping Instruction, B/L, D/O…
• Draft and check contracts, invoices, packing lists, Certificates of Origin (C/O), and other related documents.
• Monitor document status, ensuring accuracy and timeliness according to customer and shipping line requirements.
• Store, manage, and hand over documents to relevant departments.
• Coordinate with OPS, Sales, and Accounting in the document processing process.
• Report periodically to the Department Head.

2. Support external relations – Vendor/Partner (15%)

• Liên hệ với hãng tàu, forwarder, agent, hãng hàng không… để đặt chỗ, phát hành và chỉnh sửa chứng từ.
• Theo dõi việc ký kết, nhận bản gốc và bàn giao hồ sơ.
• Giải quyết các phát sinh liên quan đến chứng từ với vendor.

3. Hỗ trợ và chăm sóc khách hàng (15%)

• Contact shipping lines, forwarders, agents, airlines… to book, issue, and amend documents.
• Monitor the signing, receipt of original documents, and handover of files.
• Resolve any issues related to documents with vendors.

4. Update knowledge and operational data (10%)

• Update on new regulations related to import/export, transport documents, and international trade.
• Complete and maintain internal data for customer support and retrieval.
• Participate fully in professional training and workshops.

III. JOB REQUIREMENTS

1. Education: Male/Female – College degree or higher in Economics, Business Administration, International Business, Import/Export, Logistics, or related fields.
2. Foreign Language: Basic conversational English, ability to read and understand specialized documents.
3. Computer Skills: Proficient in Word, Excel, PowerPoint, and Outlook.
4. Experience: Minimum 1 year of experience in documentation, import/export, or logistics.
5. Professional Competencies:

• Understanding of regulations on import/export, international transportation, and commercial contracts.
• Basic knowledge of finance and accounting related to documentation.

6. Professional Skills:

• Excellent communication, coordination, and problem-solving skills.
• Accurate drafting of documents, contracts, and certificates.
• Ability to analyze, solve problems, and make quick decisions.
• Ability to work independently and in a team.
• Able to withstand work pressure, meticulous, and highly responsible.

IV. BENEFITS

• Salary: Negotiable.
• Benefits: Participation in social insurance, health insurance, and unemployment insurance as per regulations.
• Other perks: 13th month salary, annual leave, regular salary increases, annual company trip, professional development training, clear career advancement path.