Wss Documentation Coordinator Ml

1 week ago

Mumbai, Maharashtra, India Wilhelmsen Full time

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.


Have you ever stared out at sea and wondered which exotic destinations all these ships you see are coming from and going to? We know, as we are agents in more than 2000 ports around the world.


Now more than ever we see that the maritime industry keeps the world going round, and as agents we are the linking pin in the process of transporting goods around the world.

Our vision is to shape the maritime industry, and we constantly develop new and improved solutions for our customers.

We are looking for an Export Documentation Coordinator Maritime Logistics join our company.


In Wilhelmsen Port Services (WPS), we provide our customers with peace of mind while we handle their cargo, their vessels and their crew.

We handle 75,000 port calls per year, which means that every 7 minutes, anywhere around the world, we send a ship safely out to sea again to fulfil its purpose.

We match local expertise with strict global standards, making sure we consistently make our customers' port calls as efficient and safe as possible.


Who you are:


You will assist in the Export Maritime Logistics Department managing the end-to-end maritime documentation activities in a proactive and professional manner.

You will be reporting to the Customer Service & Documentation Manager Maritime Logistics (India)


If you are well organized, customer focused, can deal with multiple deadlines, result oriented, this may be the position for you.


Required experience and skills:

  • Graduate in any field.
  • Minimum 2 years of experience as an Export Documentation Executive or in relevant field
  • Excellent Communication skills, good command over English (written and verbal)


 Computer literate
  • Ability to work with the company's software systems.
  • Excellent customer relationship skills
  • Ability to adapt to ever changing business environments, deliver results & take faster decisions
  • Highest level of service quality, consistent and accurate deliverables
  • Strong attention to detail and the ability to multitask/ flexible, systematic, and accurate
  • Work well in a team and multicultural environment. Able to work independently.
  • Team player with strong interpersonal skills.
  • Results oriented proactive, takes responsibility and delivers.

Your key responsibilities will include:

  • To coordinate with Customer service team for SOB message & freight related discrepancies.
  • Follow up with customer for BL Draft copy.
  • To file the Shipping Instruction with Shipping Line.
  • To follow up for First Print from Shipping Line.
  • To check the details of First Print with the Draft BL copy sent by customer.
  • To send the first print to customer.
  • To follow up from customer for OK message for HBL copy.
  • To provide approval to Shipping Line for finalisation of MBL copy.
  • To follow up for invoice copy from Shipping Line.
  • To check the freight details from the rate file updated by Customer Service & if any issues need to be sorted out.
  • To generate Supplier invoice in IFS system for making the payment to the shipping line & accordingly accounts arrange for the RTGS payment.
  • To arrange the runner boy to get the B/L release from the shipping line on the basis of the priority.
  • To check the house B/L format with the shipping Bill, prior releasing to customer.
  • To generate Instant invoice to the customer after checking the freight details once again from freight file.
  • Collection of Documentation Charges & other prepaid charges.
  • To check the Credit approval from the credit list provided by Customer service.
  • To print the House BL on Principal BL format & arrange to get it signed.
  • To arrange the runner boy to deliver the HBL to Shippers office.
  • To send Shipping Advice to Principal along with HBL & MBL Copy.
  • To courier the Original Documents to Destination agent.
  • To send surrender messages to Principal in case of any BL is surrender, simultaneously generate invoice & send to customer along with B/L surrender message.
  • To communicate with Carrier / Principal for Delivery date.
  • To file the documents viz copy of MBL & HBL for maintaining records.
  • To prepare & update the Control Sheet for every transaction.
  • To provide documents to Accounts for final disbursement.
  • To provide MIS reports based on volumes & earnings to management.
  • To overall supervise export documentation activities of Principal.
  • Email / Telephone communications to Shipping Line, Principals, Shipper & Interteams.
  • Continuously plan and achieve targets, in accordance with the AAP (Annual Action Plan), Yearly Objectives and as per agreed KPIs
  • Monitor & inform the changes in Rules & Regulations affecting the offer and take proper action to implement them
  • Check and execute the requisite documentations pertain to the Business Streams viz., the Bill of Ladings, Deliver Orders, various shipping documents and daytoday correspondence

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