Junior Documentation Officer 

We are seeking a highly organized and detail-oriented Junior Documentation Officer to join our trade operations team. In this role, you will be responsible for the accurate and timely preparation of all shipping and customs documentation required for international trade transactions.

This is an entry-level position open to fresh graduates and candidates with up to 2 years of experience. We are looking for individuals with strong educational backgrounds in International Trade, Business Management, Economics, or related fields, and—most importantly—exceptional communication skills to coordinate effectively with internal teams, clients, and external partners.

Key Responsibilities

Documentation Preparation & Processing

• Prepare, verify, and process end-to-end shipping documents, including:
  • Commercial Invoices
  • Packing Lists
  • Bills of Lading
  • Certificates of Origin
  • Insurance Certificates
  • Shipping Instructions
• Ensure all documents are accurate, complete, and compliant with destination country regulations and letter of credit (L/C) requirements.

Coordination & Communication (Mandatory Focus)

• Act as the primary point of contact for documentation inquiries from clients, freight forwarders, customs brokers, and shipping lines.
• Communicate proactively with internal departments (sales, procurement, warehouse) to collect necessary shipment data and resolve documentation discrepancies.
• Provide timely updates to stakeholders regarding document status, shipment milestones, and any delays or issues.

Compliance & Record-Keeping

• Assist in classifying goods using HS Codes and ensuring adherence to trade compliance policies.
• Maintain a well-organized digital and physical filing system for all shipment records for audit and reference purposes.
• Support senior team members in applying for import/export licenses and permits as needed.

Continuous Improvement

• Identify and flag recurring documentation errors to help streamline processes.
• Stay updated on changes in trade regulations, documentation requirements, and shipping procedures.

Qualifications & Requirements

Education (Mandatory)

• Bachelor’s degree in International Trade, Business Management, Economics, Supply Chain Management, or a related field.

Experience

• 0 to 2 years of professional experience in documentation, logistics, or trade operations.
• Fresh graduates with relevant internships or coursework are strongly encouraged to apply.

Communication Skills (Mandatory)

• Excellent verbal and written communication skills in English (and [local language, if applicable]).
• Ability to clearly explain documentation requirements to clients and colleagues.
• Strong interpersonal skills to build relationships with external partners (brokers, shipping lines, authorities).
• Confident in corresponding via email, phone, and in-person meetings.

Technical Skills

• Basic knowledge of Incoterms and international shipping practices.
• Familiarity with MS Office Suite, particularly Excel (ability to maintain data sheets and track shipments).
• Experience with documentation software or ERP systems is a plus but not required—training will be provided.

Soft Skills

• Strong attention to detail and accuracy.
• Ability to work under pressure and meet tight deadlines.
• Proactive, eager to learn, and adaptable in a fast-paced environment.
• Strong organizational and time-management abilities.