Documentation Executive

Who We Are:

At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organisations.

Role Summary:

The Import/Export Documentation Executive is responsible for handling all import and export documentation and related activities for containerized cargo. The role ensures compliance with local customs, port, and principal requirements, while coordinating with stakeholders to achieve smooth documentation flow from vessel arrival to departure.

Contract: Permanent

Location: Sohar, Oman

Key Duties and Responsibilities:

Vessel Preparations

• Receive and circulate vessel schedules, manifests, and berthing windows to customers, principals, and agents.
• Ensure vessel/voyage is opened in the system for booking and documentation.
• Coordinate with load/discharge ports, principals, and authorities regarding bookings, restrictions, and filing requirements.

Import Documentation

• Verify and process Import General Manifest (IGM) as per customs regulations.
• Upload and amend manifests in trade portals (e.g., Bayan).
• Issue Delivery Orders (DOs) to consignees upon receipt of documents and charges.
• Ensure timely release of Original Bills of Lading and cargo availability updates.

Export Documentation

• Accept and process bookings from shippers/exporters and issue confirmations.
• Provide cut-off dates, VGM, and documentation requirements to customers.
• Verify Shipping Instructions (SI) and prepare Draft Bills of Lading for approval.
• Finalize and release Original Bills of Lading, Telex Release, or Sea Waybills.
• File Export General Manifest (EGM) with Customs in line with local requirements.

Vessel Operations Support (During Port Stay)

• Reconcile import cargo lists and export booking lists with terminal operations.
• Monitor and follow up on discrepancies, short-shipment, shut-outs, or over/short landed units.
• Liaise with operations for stowage, discharge, and departure-related documentation.
• Provide load/discharge lists and cargo status updates to principals.

Post-Departure Activities

• Finalize import/export documentation, reconcile manifests, and close IGM/EGM with customs.
• Prepare and submit voyage summary reports to principals and authorities.
• Maintain accurate records of all documentation for compliance and audits.

Stakeholder Coordination

• Communicate with shippers, consignees, freight forwarders, clearing agents, and terminal operators on documentation and cargo status.
• Coordinate with finance/accounts for collection of freight, THC, DO charges, and other receivables.
• Liaise with principals for load/discharge reports, BL issuance, and post-departure reporting.

Compliance & Reporting

• Ensure strict adherence to customs, port authority, and liner principal regulations.
• Submit timely reports (arrival/discharge summary, booking report, DO/BL issuance, manifest status).
• Keep updated with changes in shipping regulations, customs requirements, and documentation systems.

Who You Are:

• Bachelor's degree in Shipping, Logistics, Supply Chain, or related field.
• 2–4 years of experience in container liner documentation (Import & Export).
• Strong knowledge of shipping documentation (BL, IGM, EGM, DO, SI, VGM, Manifest) and customs procedures.
• Proficiency in MS Office and trade portals (Bayan, Dubai Trade, or similar).
• Excellent communication, coordination, and stakeholder management skills.
• Detail-oriented, organized, and able to work under pressure to meet vessel cut-offs.

You Will Receive:

A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:

• A place to grow your career - we'll help you set big goals and exceed them.
• Competitive salary package and performance-based bonus scheme.
• Premium medical health insurance coverage.
• Work with talented, committed, and supportive teammates.
• Value Award celebration events.

Why Inchcape Shipping Services?

We believe in building a diverse and high-performing workforce, that works together to provide our customers with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realise the value of our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.

Our values are at the centre of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective
- we connect the world and see the bigger picture.

The Power of People
- we rely on the strength of local agent knowledge and relationships.

Progress
- we adopt new thinking and push for positive change in our industry.

Inchcape is an Equal Opportunities Employer - equality, diversity, and inclusion are at the heart of everything we do. Working in a diverse society, we recognise that our customers, colleagues, and contractors are central to our success.

Additional Information:

Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location.

To protect the interests of all parties, Inchcape will not accept unsolicited or speculative resumes from recruitment agencies and will not be responsible for any fees associated with them.