Import Documentation Executive

1. Key Role

Responsible for managing and handling import shipment documentation, monitoring shipment progress, and providing timely updates to customers and relevant stakeholders. The role also involves addressing customer inquiries and handling claims to ensure customer satisfaction, while contributing to building a professional image and reputation for the company’s services.

2. Job Description

- Import Documentation Management:

• Manage and process documentation for import shipments, including checking pre-alerts from overseas agents, submitting manifest data, issuing Arrival Notices (A/N) and Delivery Orders (D/O) to customers, and maintaining proper filing of shipment documents.

• Ensure accurate entry of shipment details, costs, and related data into the company’s operating system.

- Shipment Monitoring and Coordination:

• Liaise with relevant parties such as shipping lines, airlines, ports, warehouses, and other stakeholders to monitor cargo status, costs, and handle operational issues including cargo/container damage, delays at the destination port, cargo refusal by consignees, port change, etc.

• Coordinate with customers to provide shipment updates and advise on appropriate solutions when issues arise.

- Billing, Insurance, and Internal Coordination:

• Monitor shipment-related charges and prepare payment requests to relevant parties.

• Arrange cargo insurance policies for shipments upon customer request.

• Coordinate with internal departments to handle shipments utilizing multiple services provided by the company.

- Reporting and Other Duties:

• Compile and submit monthly shipment volume reports to the Department Manager.

• Perform other duties as assigned by management.

3. Job Requirements

- Education: College or university degree in Economics, International Trade, Import–Export, Logistics, or a related field.

- Experience:

• Minimum 1–2 years of experience in a similar position.

• Candidates with Chinese (Mandarin) proficiency are preferred.

- Skills: 

• Strong communication, negotiation, persuasion, and problem-solving skills.

• Proficient in Microsoft Office applications.

• Good command of spoken English.

• Ability to work independently as well as effectively in a team.

- Personal Attributes: 

• Honest, proactive, dynamic, detail-oriented, and responsible.

• Able to work well under pressure.

4. Benefits

- Compensation & Rewards: KPI-based bonuses, 13th-month salary, public holiday and Tet bonuses, annual salary review, birthday gifts, and year-end recognition awards.

- Health & Engagement: Periodic health check-ups, annual company trips (domestic and international), Year End Party (YEP), and internal engagement activities.

- Statutory Benefits: Social insurance, health insurance, annual leave, public holidays, and other benefits in accordance with Labor Law regulations.

- Working Environment: Professional and dynamic working environment with opportunities for continuous learning through internal knowledge-sharing sessions and a clear career development path.

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Work time

• Monday to Friday: Morning: 8:00 AM – 12:00 PM, Afternoon: 1:30 PM – 5:30 PM.
• Saturday: Working in the morning 8:00 AM – 12:00 PM, with 2 Saturdays off per month.

Work location

• 39-41 Street B4, An Khanh Ward, Ho Chi Minh City (Sala, District 2)

Contact us

• Email address: recruitment@reallogistics.vn
• Phone number: (+84) 28 3636 3888 – Ext: 126 (Ms. Dung)