Import Documents Support

Job Purpose and Impact

The Import Documentation Support is responsible for managing the complete import documentation workflow to ensure timely, compliant, and accurate international shipments. This role coordinates with suppliers, freight forwarders, customs brokers, and internal teams to ensure that all documents-such as commercial invoices, bills of lading, packing lists, certificates, and regulatory documents-are received, validated, and processed to support smooth customs clearance and on‑time delivery.

Key Accountabilities

• Import Document Management
• Receive and verify import document packs including invoices, bills of landing, packing lists, certificates of analysis, certificates of origin and insurance documents.
• Track expected arrivals and ensure documentation aligns with shipment timelines.
• Ensure all documents meet import compliance requirements, including product descriptions, HS codes, weights, quantities, and Incoterms.

• Systems & Record Accuracy

• Maintain accurate documentation records in internal systems.
• Upload and archive all import documentation in accordance with corporate traceability and audit standards.

• Customs & Compliance Coordination

• Provide validated document packs to customs brokers and respond promptly to requests.
• Confirm regulatory requirements are met for each shipment.
• Support FSQR and regulatory processes by ensuring required documents are available.

• Stakeholder Communication

• Communicate with suppliers to obtain missing or corrected documents.
• Notify internal teams of shipment status and documentation readiness.
• Liaise with logistics providers regarding delivery and routing specifics.

• Issue Resolution

• Identify documentation discrepancies early and escalate where required.
• Follow up with carriers when documentation mismatches occur.
• Support root‑cause analysis on recurrent documentation issues.

• Continuous Improvement

• Recommend enhancements to documentation processes.
• Contribute to SOPs related to import flows and document control.
• Other Duties as Assigned

• • Experience working within supply chain, logistics, or import/export documentation.
  • Strong attention to detail and ability to interpret commercial and shipping documents.
  • Understanding of Incoterms and import regulations.
  
  
  Preferred Qualifications
  
  
  • Experience in food or ingredient imports.
  • Familiarity with SAP and SharePoint.
  • Knowledge of regulatory documentation (COA, RSPO, COO, etc.).