Kerja Sepenuh Masa, Documentation Manager di Confidential Careers Johor - Maukerja

About the Role

We are looking for an experienced Documentation Manager to lead our Shipping Documentation function and support our international trade operations.

This role is responsible for ensuring the accuracy, efficiency and compliance of export and import documentation, while managing international trade requirements, Letters of Credit (LC) and regulatory obligations across our export markets.

Beyond managing daily documentation activities, we are looking for someone who can strengthen our processes, resolve complex documentation issues and develop a capable, high-performing team.

Key Responsibilities

• Lead the end-to-end export and import documentation function, ensuring accurate and timely preparation and submission of shipping documents.
• Oversee documentation requirements for international shipments, including Commercial Invoices, Packing Lists, Bills of Lading, Certificates of Origin and other trade-related documents.
• Review sales contracts, shipping instructions and payment terms to ensure compliance with customer, contractual and banking requirements.
• Manage documentation under Letters of Credit (LC), documentary collections and other international payment arrangements, ensuring accuracy and timely resolution of discrepancies.
• Ensure compliance with customs regulations, Incoterms, import/export requirements, trade restrictions and applicable international trade regulations.
• Oversee export/import permits, licences, certificates and other regulatory documentation required for international shipments.
• Work closely with Sales, Customer Service, Freight, Planning, Warehouse, Quality and Finance to support smooth shipment execution.
• Liaise with customers, banks, shipping lines, freight forwarders, customs agents and regulatory authorities to resolve documentation and compliance matters.
• Monitor documentation progress, identify potential risks or delays and ensure timely escalation and corrective actions.
• Manage documentation-related customer complaints and discrepancies, ensuring effective coordination and resolution.
• Strengthen documentation controls, SOPs, record management and audit readiness.
• Drive continuous improvement initiatives to enhance documentation accuracy, operational efficiency and compliance.
• Lead, coach and develop the Shipping Documentation team, building technical capability, accountability and consistent performance.

What We’re Looking For

• Bachelor's degree in International Business, Shipping, Logistics, Supply Chain Management, Business Administration or a related discipline.
• 7–10 years of relevant experience in export/import documentation, shipping documentation or international trade operations, including at least 3 years in a supervisory or managerial capacity.
• Strong experience in an export-oriented manufacturing environment, preferably within edible oils, oleochemicals, food ingredients or related industries.
• Hands-on experience with Letters of Credit, documentary collections and international shipping documentation.
• Strong understanding of Incoterms, UCP 600, Malaysian Customs requirements, export/import permits and trade compliance.
• Experience working with banks, customers, shipping lines, freight forwarders and regulatory authorities.
• Proven ability to manage complex documentation requirements, discrepancies and compliance-related matters.
• Experience leading teams and improving documentation processes and controls.
• Good working knowledge of ERP systems, Microsoft Office and electronic documentation systems.
• Strong communication skills in English and Bahasa Malaysia.

What Will Help You Succeed

You are someone who understands that shipping documentation is more than preparing paperwork — it is about protecting commercial interests, ensuring compliance and enabling smooth international trade operations.

You bring strong technical knowledge, attention to detail and sound judgement, together with the confidence to resolve complex issues and work effectively with stakeholders across different functions.

You are proactive, accountable and committed to continuous improvement. Most importantly, you enjoy developing people, strengthening processes and taking ownership of results in a fast-paced manufacturing environment.