Documentation Coordinator

Neptune Pacific operates market leading brands in shipping and logistics services across 18 Pacific Island markets. It is the largest carrier in its core Pacific Island markets operating eight container ships and servicing 18 Pacific Island nations.

The Documentation Coordinator is responsible for administrating back-office functions of the Customer Experience department. A crucial element of this role is ensuring all documents are produce with a high degree of accuracy and within tight timeframes due to short transit times of the Pacific Island Trades. The Documentation Coordinator will also be required to make system updates according to Company processes to ensure seamless operations and proactively manage issues related to the documentation outputs. It is essential the Documentation Coordinator communicates effectively with internal and external customers.

• Process all documentation on behalf of principals and send pre-alert and schedule information to customers

• Collaboratively coordinate with all internal departments to improve the delivery of functional KPI

• Ensure all documentation submitted by customers is handled with care and completed in a timely manner

• Download and compile manifest and invoices and arranging for distribution to local authorities and internal customers

• Compiling manifest, bill of ladings and invoices in a timely manner including amendments as required

• Responsible for data entry of bills and freight details into system,

• Responsible for vessel/ voyage audits to ensure all BOL have been processed and closed within the agreed KPI

• Overall accountability of the end-to-end process allocated trade lanes

• Liaise with Commercial and Sales teams / Managers on rates queries in accordance with NPDL approval process

• Preparing all pre-receivable advice documentation for customers

• First point of contact for customer complaints and enquiries related to documentation and escalation process when necessary

• Self-checked on accuracy of internal and external documents

• Supporting internal customers with adhoc documentation requests

• Other tasks as directed

• Tertiary studies in management / business administration with supply chain desirable

• Minimum 2 years shipping / freight experience in similar position

• Team player with positive, customer-centric attitude

• Exceptional communication skills, both verbal and written

• Process-oriented approach to work and excellent attention to detail.

• Effective Time management and planning skills.

• Ability to work under pressure and make sound decisions in fast-paced environment.

• Demonstrated adaptability to work to changing deadlines.

• Intermediate proficiency with Microsoft Office Suite

• Proficient training experience in Cargo Wise desirable

• Resilient team player who is goal-orientated and demonstrates a high level of commitment with the ability to work under minimal supervision.

• Competitive benefits package (salary plus bonus).

• Opportunity for development and internal mobility.

• Wonderful Giving - allowing you to donate company money to a cause of your choice.

• Project Wonderful - Staff spend a day in the community helping with various projects.

• Company focused on wellness and health

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