Documentation Operations Assistant

Overview

1. Preparations & Updating

• Ensure timely finalization of vessel discharge and loading prior to vessel arrival by 6 hours.
• Load all export and transshipment containers with proper load permits.
• Check all import DG units, determine if DG approval is required, and follow up on truck movements for direct delivery containers.
• Review any special requests from agents and coordinate with finance for invoicing if charges apply.

Performance Indicators

• Zero service failure
• Cost control
• Teamwork effectiveness

2. Communication

• Liaise with vessel operators, line agents, JIP, and other stakeholders to ensure smooth and efficient operations.
• Understand and manage customer requirements effectively.
• Resolve discrepancies between shipping lines and terminal operations.

Performance Indicators

• Effective communication within the team
• Timely resolution of discrepancies

3. Reporting

• Generate operational reports.
• Prepare JIP certificates.
• Update EDI and container data in TOS accurately and in a timely manner.

Performance Indicators

• Data accuracy
• Reporting efficiency

4. Operational Contribution

• Monitor empty depot marking, ISO standards, reefer units, and weight for all container categories (FCL / MTY).
• Follow up and highlight ITT & LCL units.
• Report container issues (damage, leakage, missing details, B/L splits, missing DG stickers) to shipping lines.
• Resolve gate-related issues, including manifest discrepancies, DG classification, and OOG status.
• Manage CRM cases and ensure timely closure.
• Update commodity codes for all containers.

Performance Indicators

• Time management
• Zero service failure

Education

• **Minimum:**
• Graduate with good English and communication skills
• **Preferred:**
• Degree in Port & Maritime Transportation / Logistics

Experience

• Minimum 1 year of terminal experience in documentation-related roles

Technical Skills

• Proficiency in MS Excel, Word, PowerPoint, and Outlook
• Expertise in TOS systems (N4, XPS, Mename)

Language Skills

• Intermediate communication skills in
• English and Arabic
• (written and verbal)

Core Competencies

• **Personal Accountability & Ownership:**
• Takes responsibility for actions
• **Terminal Know-How:**
• Basic understanding of terminal operations and services
• **Customer Relationship Management:**
• Handles and finalizes customer requests effectively
• **Problem Solving:**
• Identifies issues and provides solutions with proper documentation
• **Clear Communication:**
• Communicates clearly and follows the chain of command
• **Decision Making:**
• Understands policies and procedures for decision-making
• **Technical Knowledge:**
• Document control and process-oriented approach