[PSC] Export - Import Document Executive / Nhân viên Chứng từ Xuất nhập khẩu

Role Overview

We are looking for a meticulous and dedicated EXPORT-IMPORT DOCUMENTATION EXECUTIVE to join our Operations team. In this role, you will be responsible for preparing, reviewing, and managing the full set of trade documents for our export and import shipments — ensuring accuracy, compliance, and timely submission at every step. This is a role for someone who genuinely enjoys the detail-oriented nature of trade documentation, takes pride in getting things right the first time, and can manage multiple shipments at once without losing focus.

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Key Responsibilities

Document Preparation & Management

- Send shipment notifications and pre-alerts to customers.

- Draft and process Bills of Lading (B/L) directly on shipping line systems or submit Shipping Instructions (SI) to freight forwarders.

- Coordinate with inspection agencies to arrange certificates and surveying for each shipment.

- Prepare and complete the full export documentation set including commercial invoices, packing lists, certificates of origin, phytosanitary certificates, inspection certificates, and other required documents.

- Review import documents and process payments to suppliers.

- Archive and maintain organized records of all export-import documentation.

Payments & Cost Tracking

- Review debit notes and process local charges payable to shipping lines, forwarders, and inspection agencies.

- Monitor customer payment schedules and vessel sailing schedules.

Communication & Coordination

- Communicate directly with customers, shipping lines, inspection bodies, and relevant authorities via email and phone.

- Respond to queries and document discrepancies in a timely and professional manner.

- Coordinate internally with the Operations and Sales teams to ensure documentation aligns with shipment timelines and contract terms.

Reporting

- Report work progress to the department head on a regular basis.

- Prepare and submit weekly reports on documentation status and outstanding tasks.

- Take on additional tasks as assigned by management.

What We're Looking For

Qualifications

- Bachelor's degree in Foreign Trade, International Business, Economics, or a related field.

- At least 1 year of hands-on experience in export-import documentation.

- Solid understanding of trade documents, with particular emphasis on Bills of Lading and the full export documentation set.

- Working proficiency in English — reading trade documents, writing professional emails, and communicating with overseas partners by phone.

- Comfortable working with software systems; experience with shipping line portals or trade management tools is a plus.

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What We Offer

- Competitive salary (commensurate with experience)

- Free daily lunch and café access at our in-house restaurant, Rose — a comfortable and premium dining space for all staff

- Holiday and Tet bonuses in accordance with company policy

- Full statutory social, health, and unemployment insurance (BHXH, BHYT, BHTN)

- 24/7 personal accident insurance

- Premium healthcare insurance

- Training and professional development opportunities

- A dynamic, international working environment with real ownership and growth potential

Ngành nghề: Xuất nhập khẩu, Bán lẻ / Bán sỉ, Hàng hải

Kinh nghiệm: 1 Năm

Cấp bậc: Nhân viên

Hình thức: Nhân viên chính thức

Địa điểm: Hồ Chí Minh