Senior Documentation Coordinator

6 months ago

Auckland City, New Zealand NPDL Full time

Company Description
**Are you a detail-oriented professional with a passion for documentation and a background in the shipping industry?**

Neptune Pacific Direct Line (NPDL) is experiencing a period of significant transformation. Formed in 2020, Neptune Pacific Line acquired Pacific Direct Line, bringing together two of the South Pacific’s top shipping and logistics companies to support the full supply chain of our customers in the region. NPDL is part of The Wonderful Company headquartered in Los Angeles, CA. Its other companies include FIJI Water, Justin and Landmark Vineyards, Vintage Nurseries, Wonderful Citrus, Wonderful Pistachios, Teleflora, POM Wonderful and Suterra.

**Job Description**:
As part of the integral Customer Experience department, the Senior Documentation Coordinator plays a pivotal role in guaranteeing the meticulous production of documents within stringent timeframes, a necessity heightened by the rapid transit times associated with the Pacific Island Trades. In addition to upholding a high level of accuracy, this role entails making system updates in adherence to company protocols, ensuring the seamless functioning of operations, and proactively addressing any issues related to documentation outputs. Effective communication with both internal and external stakeholders is imperative for success in this role. You will have overarching responsibility for managing the entire end-to-end process of bills of lading and invoices specific to their designated trade lanes.

**What you will be doing**:

- Efficiently processing all documentation on behalf of principals and proactively communicate pre-alerts and schedule information to customers.
- Collaborating seamlessly with internal departments to enhance the delivery of functional Key Performance Indicators (KPIs).
- Ensuring meticulous handling and timely completion of all documentation submitted by customers, demonstrating a commitment to care.
- Downloading, compiling, and organizing manifests and invoices, facilitating distribution to local authorities and internal customers with precision.
- Compiling manifests, bills of lading, and invoices promptly, making necessary amendments as required.
- Taking charge of accurate data entry for bills and freight details into the system.
- Conduct vessel/voyage audits, ensuring timely processing and closure of Bills of Lading within agreed KPIs.
- Holding overall accountability for the end-to-end process in assigned trade lanes.
- Collaborating with Commercial and Sales teams/Managers to address rate queries in accordance with the NPDL approval process.
- Preparing comprehensive pre-receivable advice documentation for customers.
- Acting as the primary point of contact for customer complaints and inquiries related to documentation, escalating issues when necessary.
- Conducting thorough self-checks to ensure the accuracy of both internal and external documents.
- Providing essential support to internal customers by addressing ad hoc documentation requests.
- Undertaking additional tasks as directed, contributing to the overall efficiency and success of the team.

**Qualifications**:
**Here’s what you’ll bring to the table**:

- Possess a Diploma in Business or equivalent.
- Advantageous to have experience in Import and Export Shipping.
- Proven ability to thrive as a team player in high-pressure environments.
- Proficient in Microsoft Office, particularly Outlook and Excel.
- Experience with CargoWise is advantageous.

This role is 12-month fixed term role based in either Parnell or our Richard Pearce Drive (Airport) office. You will be process oriented with excellent attention to detail. Your time management skills and ability to prioritise will be essential in ensuring outstanding outcomes for the business. You will love working as part of a team and at the same time can also work autonomously to ensure we are meeting deadlines. It goes without saying you will have brilliant communication and interpersonal skills, with the ability to build rapport with internal and external customers. Some flexibility is required as you will need to submit your paperwork 48 hours prior to the vessel’s arrival.

The reason for this fixed term role is to backfill the current incumbent who has been seconded to a global project to enhance our commitment to continuous improvement.

Additional Information
**Our NPDL Contribution**:

- Competitive salary
- Hybrid working model
- Opportunity for development and internal mobility
- Project Wonderful - Staff spend a day in the community helping with various projects
- Company focused on wellness and health

If you are a seasoned professional with a passion for documentation excellence and are ready to take on a leadership role in a globally recognized shipping company, then this could be the role for you.

**#LI-LM1 #LI-Hybrid**

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