General Description;
The Export Officer is responsible for preparing and processing export documentation, coordinating with shipping lines, customs, and internal departments to ensure the accurate, efficient, and timely movement of shipments. The role ensures compliance with procedures, high-quality service delivery, and effective communication with customers and partners.
Roles & Responsibilities;
1. Export Documentation Management
• Receive booking requests and shipping orders from sales for all shipping Lines.
• Check and confirm vessel space availability with other carriers
• Provide shippers with booking confirmations and CROs (system-generated or manual) and ensure CROs are sent to the correct depot.
• Obtain IMO approvals as required Shipping Lines systems.
• Register and update bookings in line systems container shipments.
• Pre-gate containers on ACT system within deadlines.
• Verify shipment routing details and update systems accordingly.
• Drafts bills of lading and send to customers for verification; validate final bills based on POD requirements (tax numbers, HS codes, CBM, etc.)
• Ensure all amendments are incorporated before final bill issuance.
• Prepare and send loading lists to Aqaba Operations.
• Prepare and send SeaLead TDR and T/S reports to relevant agents/teams.
• Attend to agent and line requests regarding export shipments.
2. ESL Export Documentation
• Quote freight rates to customers when requested.
• Review shipping order details against ESL requirements and cargo type
• Manage IMO approval processes for ESL shipments.
• Create quotations, bookings, container movements, and draft BL in the ESL system.
• Submit shipping instructions to carrier systems to generate master BL drafts.
• Amend master and house bills until alignment is achieved prior to vessel arrival.
• Submit manifests, daily/multimodal reports, and monthly reports to ESL and Disbursement Department.
• Review carrier invoices, prepare payment orders, and secure release of master bills.
• Print original bills after customer payment is received.
3. Customs Registration & Compliance
• Register shipments in ASYCUDA system after vessel departure in line with customs requirements
4. Invoicing & Billing Accuracy
• Issue invoices for shipments handled under Shipping Lines.
• Calculate detention and report the same for Equipment team Per booking
• Follow up the payments collection
5. Reporting & Documentation
• Update daily booking note report for Shipping lines per booking
• Updating, Daily (Multi Model) Weekly Monthly report.
6. Customer & Agent Communication
• Respond to emails and phone calls from customers, shipping lines, and agents regarding export procedures and documentation.
7. Coordination with Internal Stakeholders
• Liaise with operations, finance, and documentation teams to ensure smooth handling of export shipments.
8. Shipment Monitoring & Accuracy Control
• Verify booking, documentation, and system entries for accuracy before submission to shipping lines, customers, and customs authorities.
9. Compliance with Procedures & Regulations
• Follow and apply the internal process and procedure to ensure compliance with company policies and regulatory requirements.
10. Record Keeping & Reporting
• Maintain proper filing of export documents and support reporting requirements for management review
11. Continuous Support Duties
• Provide general administrative support in export-related functions as needed, ensuring timeliness and service quality.
