Centralized Documentation Assistant

Centralized Documentation Assistant

Chennai, India

We are searching for an experienced Centralized Documentation Assistant at our MSC India - Chennai facility.

Primary Duties and Responsibilities

• Job Title Documentation Executive - Bills of Lading (PAN India Operations)
• Bills of Lading Processing Receive and review Shipping Instructions (SI) from customers. Create and process Bills of Lading (B/L) accurately in the documentation system. Generate and send B/L drafts to customers within the prescribed turnaround time. Process customer correction requests and issue revised drafts promptly. Ensure final B/Ls are released accurately and within service standards.
• Documentation Verification & Accuracy Validate cargo details, shipper/consignee information, routing, freight terms, and other shipping particulars. Ensure compliance with customer requirements, SOPs, and company guidelines. Review and comply with destination-country import documentation requirements, customs regulations, and local filing mandates available on the company intranet before processing Bills of Lading. Ensure all Bill of Lading particulars meet the applicable country-specific requirements to minimize documentation discrepancies and avoid customs fines, penalties, cargo delays, or regulatory non-compliance at the Port of Discharge (POD). Minimize documentation errors due to oversight and maintain high accuracy standards. Follow location-specific and customer-specific documentation exceptions.
• Regulatory & Compliance Activities Ensure documentation complies with customs and trade regulations. Support requirements related to SCMTR, ICS2, manifests, and other regulatory filings where applicable. Maintain proper records and audit trails for documentation activities.
• Customer Service & Stakeholder Coordination Liaise with customers, customer service teams, and PAN India branch offices regarding documentation requirements. Clarify shipping instructions and resolve documentation-related queries. Coordinate with booking, operations, and customer service teams to ensure timely document completion.
• Productivity & Quality Management Meet defined productivity, accuracy, and turnaround time targets. Adhere to departmental KPIs and quality parameters. Support continuous process improvements and standardization initiatives.
• Process Documentation & SOP Compliance Follow established Standard Operating Procedures (SOPs). Maintain process documentation and update records when required. Participate in training sessions and knowledge-sharing activities.

Required Qualifications

GRADUATE

Sound understanding of Bills of Lading, Seaway Bills, shipping documentation, and international trade terminology. Knowledge of container shipping operations and export documentation. Familiarity with customs and regulatory requirements. Strong attention to detail and analytical skills. Good communication and customer-handling abilities. Ability to work under pressure while meeting turnaround timelines. Proficiency in shipping documentation systems and Microsoft Office applications.

MSC Mediterranean Shipping Company

Mediterranean Shipping Company (MSC) is an equal opportunity employer. We welcome and encourage diversity in the workplace regardless of race, gender, sexual orientation, gender identity, disability or veteran status.