Senior Executive - Documentation - Ports & Terminals - Chennai

OBJECTIVE :

The primary objective of the Senior Executive Documentation is to efficiently manage and coordinate import and export documentation processes for terminal operations. This role ensures compliance with customs regulations, maintains up-to-date records, and facilitates effective communication with internal teams, liners, and customers. The position also plays a critical role in ensuring timely vessel operations, documentation accuracy, and prompt customer service to support the overall functionality and productivity of port and terminal operations

ROLES & RESPONSIBILITIES

Import & Export Container Reports:

• Send daily emails detailing morning import deliveries, export containers lying in the yard, and CFS pending lists to all respective lines and CFS contacts.
• Include updates on PNR canceled containers and PNR not received notifications.

Enblock List Preparation:

• Prepare lists by checking dwell days on the Customs DPD portal.
• Coordinate with liners and importers, confirming enblock requests with proper permissions.

IAL and IGM Comparison:

• Coordinate with vessel operators to address discrepancies.
• Ensure timely IAL uploads prior to vessel berthing.

ICD Export Documentation:

• Collect Form-13 with necessary customs documents.
• Notify gate customs for smooth entry.

Customer Service:

• Attend to service calls promptly and process job orders with proper customs approval and group allocation.

Charges & Events:

• Send pre-cooling charges and event updates via email to respective agents.

System Updates:

• Update vessel gate open/close times for export containers in the Zodiac and Cargoes Community system.

ICD Monitoring:

• Provide shift-wise import and export ICD lists to gate operations (Gate Jo) for container movement coordination.

Account Management:

• Manage new web registrations and account openings.
• Update SSR in the register and Excel sheet for finance records.

Vessel Summaries:

• Maintain a summary for each vessel to track operations efficiently.
• PN45 Imports:
• Scan and mail import documents to liner representatives.
• Pending Containers:
• Monitor long-pending containers, issuing reminders to liners, and send first and final notices via registered mail if needed.
• PNR Processing:
• Coordinate with CMFC on PNR processes and monitor any cancellations, ensuring communication with liners and clearance through proper channels.

Communication & Documentation:

1. Email Responses:
   • Prioritize replies to all relevant email communications related to operations and documentation.
2. Status Changes & SOP Compliance:
   • Document status changes in operations under the SOP and inform finance as needed.
3. Customs Hold/Release:
   • Verify all customs-held containers with the appropriate hold codes.
   • Confirm releases with documented permissions and ensure proper delivery.
4. Recordkeeping:
   • Maintain both soft and hard copies of all communication for easy reference and regulatory compliance.

SKILLS & COMPETENCIES :

Organizational Skills , Communication Skills, Technical Proficiency ,Problem-Solving , Customer Service Orientation ,Regulatory Knowledge

Educational Qualification (min) -  Bachelor Degree

Range/ Min no of years - of overall Experience required - 4 to 8 years of Experience 

Min no of years of Industry specific experience required, if any & the industry type-4 years of Terminal Industry