Import Operations & Logistics

Job Summary

We are looking for a detail-oriented and responsible Import Operations & Documentation Executive to support our import operations, supplier invoice verification, shipment tracking, shipping documentation, and record keeping.

The candidate will coordinate with international suppliers, shipping lines, and the accounts team to ensure accurate invoice verification, timely shipment tracking, proper documentation, and systematic maintenance of all records.

Key Responsibilities

*1. Supplier Invoice Verification & Payment Coordination*

- Monitor supplier communications across WhatsApp groups and emails.

- Verify supplier invoices against agreed purchase rates, quantities, shipment details, and commercial terms.

- Check whether shipments have been loaded and verify the relevant loading confirmations.

- Identify discrepancies in invoices, rates, quantities, or shipment details and coordinate with suppliers for clarification.

- Forward verified invoices to the accounts team for payment processing.

- Maintain records of invoices submitted, pending verification, and payment status.

*2. Shipment Tracking & Coordination*

- Maintain and regularly update Excel shipment tracking sheets for all shipments in transit.

- Track container numbers, vessel details, ports of loading and destination, ETD, ETA, and shipment status.

- Follow up with suppliers and shipping lines for shipment updates.

- Maintain records of shipment delays, ETA changes, and important shipment-related communications.

- Provide timely shipment status updates to management.

*3. Shipping Documentation & BL Verification*

- Verify Bills of Lading (BL), commercial invoices, packing lists, and other relevant shipping documents, as applicable.

- Check shipper and consignee details, container numbers, cargo descriptions, weights, and port details.

- Identify errors in shipping documents and coordinate with suppliers or shipping lines for corrections.

- Confirm document accuracy to the relevant team and maintain copies of final documents.

*4. MIS Reporting & Record Keeping*

- Maintain accurate Excel records of supplier invoices, shipments, BLs, ETAs, and payment status.

- Prepare regular reports on shipments in transit, upcoming arrivals, pending invoices, and documentation discrepancies.

- Maintain an organized digital filing system for supplier communications and shipping documents.

- Ensure all records are updated accurately and on time.

Candidates with experience in import-export operations, freight forwarding, containerized cargo, or international shipping will be preferred.

Experience in communicating with international suppliers through WhatsApp and email, verifying invoices, and maintaining shipment tracking records will be an added advantage.