Documentation Officer
Alexandria,
Egypt
The Documentation Officer is responsible for managing, organizing, and maintaining all supplier and customer documentation while ensuring strict compliance with company policies, industry standards, and regulatory requirements. This role includes developing and evaluating a comprehensive supplier database, coordinating closely with shipping lines, carriers, and agents, and handling all operational documentation with accuracy and efficiency. Additionally, the Documentation Officer works in collaboration with sales, operations, and logistics teams to streamline processes, resolve documentation issues, and support smooth operations that guarantee timely shipments and successful deliveries.
Documentation Officer Key Responsibilities:
Supplier Management
- Develop and maintain a comprehensive supplier database including trucking providers, shipping agents, insurance companies, and customs clearance agents.
- Evaluate suppliers based on predefined criteria for eligibility to join the company’s whitelist.
- Act as the main point of contact for supplier coordination.
- Handle logistics pricing and support the sales team in achieving revenue targets.
- Make reservations with shipping lines or agents for freight shipments.
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Submit Verified Gross Mass (VGM) for export shipments in compliance with international regulations.
Documentation & Operations Monitoring
- Manage operational filing and perform accurate data entry for supplier transactions.
- Organize and maintain supplier and customer documentation in compliance with company policies.
- Review Bills of Lading (B/L) and other shipping documents for accuracy.
- Monitor shipping operations and liaise with agents to ensure smooth logistics flow and timely deliveries.
- Handle supplier bills, ensure timely payments, and resolve billing discrepancies.
Customer Support & Compliance
- Assist customers with CargoX platform registration to ensure smooth onboarding and compliance with requirements.
- Manage prior import approvals (ACID) via the Nafeza platform in coordination with customs authorities.
Documentation Officer Job Requirements:
- Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or related field.
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Minimum 2–3 years in logistics, shipping documentation, or supply chain operations.
Technical Skills
- Strong knowledge of shipping documentation (B/L, packing list, certificates of origin, etc.).
- Proficiency in MS Office (Excel, Word) and logistics/ERP systems (Odoo preferred).
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Familiarity with CargoX and Nafeza platforms is a strong advantage.
Soft Skills:
- Strong organizational and filing skills with attention to detail.
- Excellent communication and coordination abilities.
- Ability to work under pressure and manage multiple priorities.
- Problem-solving and negotiation skills.
- Proficiency in English (written & spoken); Arabic is a plus.
