Job Purpose
The Executive – Documentation (Air) is responsible for ensuring accurate and timely documentation, invoicing, and cost booking for Air Export & Import shipments. The role involves coordinating with overseas agents, local vendors, and internal stakeholders to maintain financial accuracy, operational efficiency, and compliance with company policies and statutory requirements.
Key Responsibilities
Air Export & Import Documentation & Invoicing
- Prepare and complete Air Export & Import billing upon shipment completion within the defined turnaround time.
- Verify shipment details to ensure accurate invoicing.
- Coordinate with CS, operations, and finance teams for timely invoice processing.
- Maintain complete and accurate documentation for all export & import shipments.
- Coordinate with remittance, audit team to ensure overseas remittance are done smoothly for Air Exports shipments which are executed as door delivery. (It is hardly 2-3% of the overall business)
Overseas Cost Booking
- Verify invoices received from overseas agents against shipment records and agreed commercial terms.
- Book overseas costs accurately in the Topaz system.
- Resolve invoice discrepancies in coordination with overseas offices, CS, and finance teams.
- Ensure timely cost booking to facilitate financial closure.
Local Vendor Cost Booking
- Validate invoices received from local vendors.
- Ensure supporting documents are complete before processing.
- Book vendor costs accurately in Topaz within stipulated timelines.
- Coordinate with vendors and internal stakeholders to resolve billing discrepancies.
Vendor & Master Data Management
- Create and maintain local vendor master records in the system.
- Create and update port master data as required.
- Ensure all master data is accurate, complete, and compliant with company standards.
Compliance & Governance
- Adhere to internal policies, SOPs, and financial controls.
- Ensure compliance with Internal Financial Controls (IFC), Internal Audit requirements, ESG guidelines, LICM, Risk Register, and other statutory or organizational compliance requirements.
- Support audit activities by providing accurate documentation and timely responses.
- Maintain complete documentation for audit readiness.
Candidate Profile:
- Bachelor's Degree in Commerce, Business Administration, Logistics, Supply Chain Management, or a related discipline.
- 2–4 years of experience in Air Freight Documentation, Freight Forwarding, Logistics, or Supply Chain Operations.
- Experience working with freight forwarding systems such as Topaz or similar ERP platforms will be an advantage.
- Knowledge of Air Export & Import documentation and freight forwarding processes.
- Proficiency in Microsoft Excel and MS Office.
- Understanding of commercial documentation, invoicing, and cost booking.
- Knowledge of Incoterms and international logistics documentation is desirable.
