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Freight Documentation Specialist

3 weeks ago

Ahmedabad Chennai, India beBeeDocumentation Full time ₹ 4,00,000 - ₹ 8,00,000

Freight Documentation Specialist

Job Description:

We are seeking a highly organized and detail-oriented Freight Documentation Specialist to join our team. As a key member of our documentation team, you will be responsible for ensuring accurate and timely completion of freight documentation.

Responsibilities:
  • Maintain job openings and ensure accurate data entry in the freight management system.
  • File Shipping Instructions (SI) on carriers' or co-loaders' web portals or via Inttra, adhering to the required timelines.
  • Enter provisioned income and expense data from the Customer Service (CS) team into the system on the day of container stuffing or by the next day, without exception.
  • Ensure all shipment milestones are accurately updated in the system, reflecting the latest status.
  • Prepare draft House Bill of Lading (HBL) and follow up for approval with shippers and overseas agents in a timely manner.
  • Monitor the progress of Master Bill of Lading (MBL) drafts and invoices to avoid delays.
  • Finalize income and expense bookings in the system and adjust provisional entries as needed to reflect actual costs.
  • Manage the payment process for carrier and vendor bills, ensuring timely and accurate settlements.
  • Issue invoices to customers promptly and follow up on payments to ensure timely collection.
  • Oversee the release of HBL/MBL and ensure all necessary documentation is processed and distributed efficiently.
  • Arrange couriers for original documents when required, and share tracking details with the shipper or overseas agents as applicable.
  • Send pre-alert notifications to relevant stakeholders, ensuring all parties are informed of shipment progress.
  • Ensure that all shipment-related documents are digitized and uploaded to the system for efficient record-keeping.
  • Handle AMS/ISF/E-Manifest filings for US and Canada-bound shipments, ensuring compliance with regulations.

Key Qualifications & Experience:

  • Educational Background: Bachelor's degree
  • Experience: 3-5 years of experience in ocean freight documentation, ideally within the freight forwarding or logistics industry.
  • Knowledge: Strong understanding of international shipping documentation, including HBL, MBL, and regulatory filings like AMS/ISF for US/Canada shipments.
  • Technical Skills: Proficiency in using CW1 will be an added advantage
  • Communication Skills: Excellent communication and coordination abilities, with experience liaising with shippers, overseas agents, and vendors.