Shipping & Clearance Executive

To coordinate accurate and timely import and export documentation among suppliers, customers, clearing agents, freight forwarders, and relevant authorities, ensuring smooth customs clearance and export operations while controlling cost, compliance, and service quality.

Accountabilities:

Import and Export Documentation Review and Issuance

• Reviews shipping and customs documents received from suppliers, highlights discrepancies, and submits complete and accurate documentation to clearing agents to minimize clearance delays and compliance risks.
• Maintains complete, accurate, and well-organized customs and shipping records in line with legal, audit, and internal requirements.
• Prepares manual export commercial invoices and coordinates with Finance, Customer Service, IT, and the Warehouse to ensure the timely and accurate issuance of JDE invoices.
• Prepares export shipping documents, including packing lists, Certificates of Origin, health certificates, and other required documents, and coordinates with brokers and clearing agents to complete legalization within the required timelines.
• Submits Certificates of Origin through the Chamber of Commerce and Ministry of Agriculture platforms, and arranges document legalization with the Ministry of Industry, Ministry of Foreign Affairs, and relevant embassies when required.
• Shares scanned shipping documents with customers for review and alignment, then dispatches original documents by courier when required.
• Confirms documentation requirements with new suppliers and customers and prepares clear shipping instruction sheets.
• Obtains and compares export quotations from shipping lines and freight forwarders to support timely and cost-effective shipment planning.
• Track documentation accuracy, and Right-First -Time submission rate to reduce clearance delay
• Monitor Customs clearance lead time

Maintenance of Order Status Reports

• Updates and distributes Order Status Reports (OSRs) to the Warehouse, Market Planning team, and clearing agents, providing accurate visibility on import and export shipment status.
• Maintains and shares consolidated import and export OSRs with the relevant Transmed stakeholders.
• ETA daily updates.
• Share documentation status sheet at least once per week.

Coordination with Clearing Agents and the Warehouse

• Provides clearing agents with original import and export documents and follows up on shipment execution to support smooth and timely customs clearance.
• Monitors and confirms container loading schedules with the Warehouse, shipping lines, and freight forwarders.
• Ensures empty export containers arrive at the Warehouse on time, loading is completed as scheduled, and full containers are dispatched to the port before vessel cut-off and sailing deadlines.
• Coordinate the delivery schedules for imported containers with Clearing agents and WH team on daily basis.

Coordination with Finance and Accounting

• Notifies Finance and Accounting of pricing discrepancies involving suppliers or clearing agents and follows up until corrected invoices are issued.
• Shares approved export quotations and related cost details with the Finance team.
• Reviews IM4 / DEV and EX1 customs declarations (customs bayans) for accuracy with the supporting documents.
• Shares FIO or import invoices with Finance and clearing agents upon vessel arrival to support clearance and payment processing.

Transmed Purpose         

• Demonstrates the Transmed Purpose and values consistently in day-to-day decisions, collaboration, and service delivery.

Education:

• Bachelor's degree in Business Administration, Supply Chain, Logistics, or a related field.

Experience Background:

• 0-1 year of experience in customs clearance, freight forwarding, shipping, or logistics operations.

Technical Skills:

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Strong reporting, document-control, data-accuracy, follow-up skills, attention to details, & Problem solving.
• Good Command of English and Arabic Language.