Documentation Officer

About the role

TVC Transport & Supply Chain (M) Sdn. Bhd. is seeking a dedicated Documentation Officer to join our team in Glenmarie, Selangor.

The Documentation Officer plays an important role in supporting our daily transport and logistics operations. The position is responsible for preparing and maintaining accurate shipment documentation, issuing driver instructions, supporting LTL customs documentation, and ensuring that operational documents are completed and properly recorded.

This role requires someone who is organised, detail-oriented, responsible, and able to work in a fast-paced logistics environment where multiple shipments may be handled simultaneously.o

Key responsibilities

1. Transport Documentation

• Prepare and issue Truck Waybills for assigned shipments.
• Prepare and issue Delivery Notes and other required transport documents.
• Prepare Shipment Instructions based on customer and internal operational requirements.
• Prepare Driver Shipment Instruction Forms with accurate pickup, delivery, cargo, vehicle, and handling information.
• Check shipment details, including truck number, driver information, cargo details, pickup and delivery locations, and special instructions.
• Ensure all required documents are prepared before truck dispatch.
• Maintain accurate and organised records of shipment documentation.

2. LTL & Customs Documentation

• Consolidate House invoices from multiple LTL shipments into a master invoice for customs form preparation and customs clearance.
• Ensure consolidated invoice information accurately reflects the relevant House invoices, cargo details, quantities, values, and shipment information.
• Prepare supporting documentation required for LTL customs declarations.
• Coordinate with the operations and customs teams regarding missing or incomplete documentation.
• Check documentation for accuracy before submission for customs processing.
• Maintain proper records of LTL shipment and customs documentation.

3. Driver & Operations Support

• Provide drivers with the correct shipment and delivery instructions.
• Coordinate with the operations team regarding document requirements and changes to shipment instructions.
• Follow up with drivers for completed Delivery Notes, Proof of Delivery (POD), and other required documents.
• Monitor outstanding documents and ensure they are returned within the required timeframe.
• Assist the operations team with daily shipment administration and document-related issues.
• Ensure changes to shipment details are properly updated and communicated to the relevant parties.

4. Billing Support

• Support the billing operation by checking shipment records and supporting documents.
• Verify that delivery documents and other required supporting documents are available for billing.
• Follow up on missing or incomplete documents that may delay billing.
• Assist the Finance team in resolving billing discrepancies and document-related issues.
• Maintain proper records to support customer billing and internal financial reporting.

5. Document Control & Administration

• Maintain an organised filing system for shipment, customs, and billing documents.
• Ensure documents are properly named, scanned, uploaded, and filed.
• Maintain accurate shipment records in the company's systems or spreadsheets.
• Monitor outstanding documentation and follow up with relevant personnel.
• Assist with document retrieval, audits, and internal reporting when required.
• Perform other administrative and operational duties assigned by the Operations Manager.

What we're looking for

• Proven experience in customs documentation, import/export procedures or a similar role within the logistics or supply chain industry
• Strong knowledge of international trade documentation standards and customs regulations
• Excellent attention to detail with the ability to identify and rectify documentation errors
• Proficiency in using documentation management systems and Microsoft Office applications
• Strong organisational and time management skills, with the ability to handle multiple documentation streams simultaneously
• Excellent communication skills with the ability to liaise effectively with internal teams, clients and external agencies
• Familiarity with Malaysian customs procedures and regulations is highly desirable
• A proactive approach to problem-solving and a willingness to learn about customs and logistics operations
• Relevant certification in customs brokerage or international trade (such as a Customs Broker's License) is preferred but not essential

What we offer

At TVC Transport & Supply Chain (M) Sdn. Bhd., we value our employees and are committed to providing a supportive working environment. We offer competitive remuneration packages and opportunities for career development within the logistics and supply chain industry. We provide a collaborative team atmosphere where your contributions are recognised and valued. The role is based in Glenmarie, Selangor, and offers a stable, full-time position within a growing organisation. We believe in fostering professional growth and providing our team members with the opportunity to expand their skills and knowledge in the import/export and customs sector.

About us

TVC Transport & Supply Chain (M) Sdn. Bhd. is a forward-thinking logistics and supply chain company operating in the import/export and customs sector. We specialise in providing comprehensive transport and supply chain solutions, helping businesses navigate the complexities of international trade and customs compliance. Our team is dedicated to delivering reliable, efficient and professional services to our clients. We are committed to maintaining the highest standards of operational excellence and regulatory compliance, positioning ourselves as a trusted partner in the logistics industry.

Apply now

If you meet the above requirements and are interested in joining our team as a Documentation Officer, please submit your CV and a cover letter detailing your relevant experience. We look forward to hearing from you.