The Import and Export Documentation Supervisor oversees the preparation, monitoring, and completion of all import and export documentation to ensure smooth, timely, and compliant movement of goods. This role supervises the documentation team, coordinates with customs brokers, shipping lines, suppliers, and internal departments, and ensures adherence to local and international trade regulations. The position is responsible for maintaining accurate records, preventing delays, minimizing penalties, and ensuring operational efficiency in all import-export transactions.

Key Responsibilities

1. Documentation Management

• Oversee the preparation, verification, and processing of all import and export documents, including invoices, packing lists, BL/AWB, COO, permits, certifications, and other regulatory requirements.
• Ensure documents comply with customs, PEZA (if applicable), BOC, and international trade regulations.
• Validate accuracy of HS codes, product descriptions, declared values, and permits prior to shipment.
• Monitor timelines to avoid demurrage, detention, and shipment delays.

2. Team Supervision & Coordination

• Lead and supervise the documentation team, ensuring accurate and timely output.
• Assign tasks and provide guidance on complex documentation issues.
• Conduct training and process orientation for new team members.

3. Shipment Coordination

• Coordinate with customs brokers, freight forwarders, shipping lines, and suppliers for all shipment requirements.
• Track incoming and outgoing shipments and provide regular status updates to internal stakeholders.
• Resolve documentation discrepancies and shipment issues promptly.

4. Compliance & Regulatory Management

• Ensure strict compliance with BOC, DTI, FDA, DENR, PEZA, or other regulatory bodies as required.
• Maintain updated knowledge on import-export rules, tariffs, trade agreements, and customs policies.
• Prepare and submit reports related to customs and regulatory compliance.

5. Process Improvement

• Review existing documentation processes to identify areas for improvement.
• Recommend and implement process enhancements to increase efficiency and accuracy.
• Ensure documentation records are properly archived, updated, and easily retrievable.

6. Reporting & Record-Keeping

• Prepare shipment reports, cost monitoring reports, and compliance summaries.
• Maintain documentation logs, shipment trackers, and audit-ready records.
• Analyze documentation-related issues and propose corrective actions.

Requirements

• Bachelor’s degree in Business Administration, Customs Administration, Logistics, Supply Chain, or related field.
• 3-5 years of experience in import and export documentation; at least 1–2 years in a supervisory role.
• Strong understanding of customs processes, BOC regulations, import/export laws, INCO terms, and HS Codes.
• Experience coordinating with freight forwarders, shipping lines, and customs brokers.
• Proficient in MS Office (Excel, Word) and documentation systems.
• Strong leadership, communication, and problem-solving skills.
• Highly organized, detail-oriented, and able to work under pressure and tight deadlines.
• Preferably knowledgeable in PEZA, FDA, and other regulatory requirements.