Import Documentation Specialist

We are seeking a detail-oriented and proactive Import Documentation Specialist to join a one-stop provider for all of your shipping and transportation needs between North America and the Russian Far East

In this role, you will be responsible for handling import documentation processes, ensuring accuracy and compliance with shipping regulations, and providing exceptional support to our customers. The ideal candidate will have a strong background in shipping operations, excellent organizational skills, and the ability to work efficiently under pressure.

Key Responsibilities

• Receive and input import documents from the Port of Loading (POL) into KA6 and personal import files, verifying accuracy and addressing any discrepancies.
• Cross-check discharge lists received from Operations (OPS) against import documents from POL.
• Assign declaration rights to customers, if required.
• Prepare and send Arrival Notices, Debit Notes, and Delay Notices (if applicable) to customers.
• Verify Telex Release status in the system and reconcile it with the payment report from Accounting before issuing Delivery Orders (D/O) to customers.
• Ensure the accurate and timely release of D/O to customers according to the established procedures.
• Collaborate with the Logistics team to finalize DEM/DET/STO/Repair charges to be collected from customers as per the deposit refund process.
• Handle customer documentation requests such as advance invoice issuance (DEM/DET/STO), estimated time of arrival (ETA) checks, and manifest amendments.
• Upload import manifest data (including full and dangerous goods cargo) to the VN Customs website (VNSW).
• Complete and submit discharge lists with full information to Partners, OPS, and Logistics teams within the required deadlines.
• Prepare and send Transit Manifests for third-party cargo transshipment operations.
• Track and follow up on cargo transshipments until successfully loaded onto the export vessel.
• Request and process invoices for cargo transshipment services and report associated costs to the Principal.
• Create and submit payment requests to the Accounting Department for all transshipment-related costs.
• Prepare and submit monthly inbound reports.