Documentation Coordinator

The Documentation Coordinator manages export documentation accurately, on time, and in line with customer and banking requirements. The role supports payment collection, shipment compliance, and smooth communication between internal teams, customers, banks, and logistics partners. This is a high-volume role that requires strong attention to detail, time management, and coordination across multiple countries and time zones.

Responsibilities:

• Prepare and review export documentation accurately and on time to support payment collection, including Letters of Credit (LC), cash transfer, and customs requirements.
• Prepare shipping instructions and documentation required for bills of lading, inspections, and compliance.
• Submit documents to banks in line with Letters of Credit and other agreed terms.
• Monitor documentation workflows and follow up on missing, late, or incorrect information.
• Maintain accurate and up-to-date shipment data in BSM and related systems.
• Coordinate with internal teams, including Sales, Operations, Logistics, and Finance, to close shipments on time.
• Respond to documentation queries from customers, banks, and external partners.
• Support business continuity through cross-training and assistance during peak periods.
• Complete other reasonable tasks as required.
• Maintaining a high level of precision and accuracy in documentation.
• Preparing documentation within strict timelines required by customers and Letters of Credit.
• Managing documentation across multiple countries, ports, and time zones.
• Demonstrating strong communication and problem-solving capabilities to achieve optimal outcomes.
• Working autonomously and proactively in a high-volume transaction environment.
• Managing multiple competing priorities and deadlines simultaneously.

Key Relationships:

• Primary Functional Peers/Managers: Sales and Trading Managers (Australia, UK, Asia), Operations and Customer Service staff (Australia, UK, Asia).
• Direct Reports: None.
• Internal to Visy: Finance Team, Credit Services, Visy Recycling, Visy Global Logistics.
• External to Visy: Customers, Suppliers, Agents, Banks, Logistics Providers, Inspection Agencies.

Requirements:

• Degree or equivalent qualification.
• Minimum 4 years of experience in export or trade documentation within a high-volume environment.
• Working knowledge of Letters of Credit (LCs), Bills for Collection, and Documentary Credits.
• Familiarity with UCP 600 ISBP, URC 522 and Incoterms (FOB, CIF, etc. ).
• Experience in international trade and logistics.
• Strong English communication skills, both written and verbal.

Desirable (Preferred for the Role):

• Experience in a sales or trading environment.
• Experience in commodities or recyclables trading.

Skills (Technical, Business, Leadership):

• Strong attention to detail and documentation accuracy.
• Ability to manage high volumes of work with competing deadlines.
• Clear and professional written and verbal communication skills.
• Strong problem-solving and follow-up capabilities.
• Ability to work independently in a fast-paced environment.
• Proficiency in Microsoft Office applications, including Excel, Word, and SharePoint.
• Experience working with SAP and document management tools.