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Job Description

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Job Title:                  Documentation Officer
Company Name:   Carpenter Shipping Agency
Department:          Documentation Division
Location:                 Port Moresby
Reports to:              National Customer Service Manager

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General Purpose

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  • To effectively execute and efficiently handle documentation activities as per standard process.

  • To Maintain the Flow of Import Documentation for Southbound Shipments within the KPI.

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Scope of Work


CSA Port Moresby being the centralized documentation hub, below are the documentation work coverage.


Import Documentation -retrieving of import documents (NOA, invoices, freight/cargo manifest, delivery orders) from the system, sending of NOA & invoices to the clients, updating Customs Asycuda system, compiling and preparing documents for other Branch offices, and ensuring documentation SOP and KPI are met.


Export Documentation - to receive export cargo bookings, update Principal’s system, generate & compile documentation and ensure timely shipment in compliance with shipper & Principal’s instructions.

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Key Tasks and Responsibilities (Import Documentation)

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  • Coordinates with Principal, POL Agents, Operations Team and Vessel Partner on the arrival of vessel.

  • Generates import documentation such as arrival notices, invoices and cargo/freight manifests and delivery orders.

  • Reconciles manifest against cargo discharged list.

  • Sends NOA’s and invoices to clients 5 days prior to vessel arrival.

  • Registers all cargo manifest in Asycuda World within 3 days before vessel arrival and coordinates with Customs Office.  Arranges cargo release to clients.

  • Ensures all invoices are settled by clients and coordinates with Finance team for payment receipt.

  • Generates import documents for other Branch Offices as well.

  • Maintains & updates clients’ information in the system.

  • Handles import enquiries from the customers either through telephone or email.

  • Maintains proper filing and updating of all departmental records.

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Key Tasks and Responsibilities (Export Documentation)

 

  • To coordinate between Customers, Sales team, Branch Offices & POD

  • Receives bookings and forwarding instructions from shipper and create the booking into the Line system.

  • Ensures that all bookings are updated and firmed on the system.

  • Sends Booking Confirmation to Shippers and Branch offices.

  • Liaising with shippers and Principals

  • Prepares pre-receival list for export container gate passes.

  • Registers all full container load in N4 – Port Terminal system.

  • Generates Bill of Lading, Manifests and Invoices

  • Keep shipper informed about shipment &, vessel status.

  • Reconciles final bookings in the system against final load list.

  • Monitors all paid shipments and issues Telex Release or Original Bill of Lading.

  • Compiles final documents such as draft, original BL, invoice, cargo & freight manifest.

  • Prepares PNG PORTS Docs (EDI & Cargo Manifest)

  • Prepares Documents for POD and notify POD for the cargo releases.

  • Coordinates with POD Agent and Transhipment Port for the Connecting Vessels and ETA in Final Destination.

  • To handle export inquiries from the customers either through telephone or email.

  • To maintain proper filing and updating of all departmental records.

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Education and Training

 

  • Experience and certification in the required field, systems, application etc.

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Knowledge and Experience

 

  • Previous experience with proven history in same or similar role

  • Administration related programs, qualifications from previous experience

  • Certified achievement from previous employment related experience, learning courses.

 

 

Core Competencies

 

  • Analytical skills

  • Sound Computer confidence including word & excel

  • Ability to work unsupervised, be a leader

  • Strong understanding of time management to deadlines

  • Confident person management – delegation skills

  • Ability to demonstrate “Best Practice Methods”

  • Be a team player

  • Remain focused & highly self-motivated

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Working Conditions


Working Hours - Monday to Friday 8.00am – to 5.00pm with Rostered Saturday
Mornings 8.00am – to 12.00pm = 84hrs

 

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