DOCUMENTATION AND ORDER ENTRY OFFICER
Make your next big career move by applying as KMC Solutions' next DOCUMENTATION AND ORDER ENTRY OFFICER
This is a key operational role within the documentation and logistics team,
based in our outsourced Philippines office. Working closely with the
Document Manager (DM) in Australia, you will be responsible for the accurate
and timely entry of orders into our Pronto ERP system, coordination of export
shipping documentation, and management of freight rate data. As you
develop proficiency, you will progress to preparing full export documentation
sets for Indonesia seafreight shipments, along with other markets. You will be
responsible for customer orders for a number of our Territory Managers (TM)
and will liaise directly with the TMs daily.
On top of your salary, here are the exciting benefits you can look forward to:
- Health Insurance/HMO
- Enjoy unlimited MadMax Coffee
- Diverse learning & growth opportunities
- Accessible Cloud HR platform (Sprout)
- Above standard leaves
The main responsibilities of a DOCUMENTATION AND ORDER ENTRY OFFICER include:
1. Order Entry & Processing
- Receive order details and instructions from the Territory Manager (TM)
including product codes, buy & sell prices, FX rates, delivery points, and
ETD/ETA dates. - Accurately enter all orders into Pronto (company ERP/software system) and
issue Purchase Orders (POs) and Sales Confirmations to relevant suppliers
and customers - Copy the TM on all correspondence; documents to be verified by the TM for
accuracy before being sent externally. - Organise all logistic components of an order from receipt through to
despatch. - Process Goods Receiving, Export Declaration Numbers (EDN), Request For
Permits and send pre-alert documents to freight forwarders (CT
Freight/Others). - Proactively identify and correct errors in orders before documents are sent to
customers. - Maintain two-way communication with the TM throughout the order lifecycle.
2. Freight Rate Management
- Update and maintain the freight rate master files and store on Mulwarra share
drive on a quarterly basis. - Liaise directly with shipping lines to obtain and negotiate current sea freight
rates. - Advise the TM on freight options and recommended freight solutions.
- Check flight ETAs and transit times to ensure they meet customer
requirements. - Coordinate international and domestic freight bookings with CT Freight and
other providers.
3. Supplier & Customer Coordination
- Chase suppliers and packers for outstanding paperwork via email and phone;
escalate to TM only when contact cannot be made or a delivery is at risk of
delay. - Notify customers promptly of any shipment delays and provide updated
delivery dates. - Check country-specific import requirements and verify that third-party
establishments and plant EST numbers are approved for relevant markets (e.g.
Middle East region). - Assist with product registration processes for new countries, in conjunction
with the TM.
4. Export Shipping Documentation
- Coordinating all export documentation using Impex Docs and Pronto.
- Preparing and managing Health Certificates for meat export.
- Preparing Certificates of Origin.
- Preparing and coordinating Halal Certificates.
- Liaising with suppliers and shipping lines for all Indonesia-bound cargo.
- Ensuring all export documents are accurate, complete, and distributed to the
appropriate parties prior to shipment. - Follow and check Document Management checklist for each order.
To apply, you must be an expert on the following requirements:
- 5 years' experience in order entry, documentation, and coordination with
suppliers and vendors. - Experience with CRM/ERP systems (e.g., HubSpot, Salesforce, Oracle) is
advantageous. - Strong background in shipping and logistics, with exposure to global clients or
customers. - Experience in international trade, freight forwarding, logistics, or meat/food
exports is a plus. - Excellent communication skills are essential, with the ability to interact
confidently and professionally with Australian suppliers, customers, and
internal stakeholders.
It will also be favorable if you are knowledgeable in:
- Excellent Communication Skills
- Attention to Detail
- Time Management
- Background in international trade, freight forwarding, logistics, and meat/food export operations.
- Experience processing and managing invoices with accuracy and attention to detail.
- Prior experience working in the shipping and logistics industry.
- Proficient in using CRM and ERP systems, including HubSpot and Fronto.
- Experience with order entry, documentation management, and supplier/vendor coordination.
The successful candidate must submit the following pre-employment requirements
- Scanned copy of valid NBI Clearance
- Accomplished Medical or PEME Slip (covered by KMC)
- 2x2 & Half body picture with white background
- Proof of government numbers (TIN, SSS, Pag-ibig, & Philhealth)
- Photocopy of 2 valid IDs – front & back (government-issued)
- Clear copy of your Birth Certificate (PSA or NSO)
- Accomplished HR Forms & Promissory Note (will be provided by KMC’s Onboarding Team
Click here to view the complete list of KMC’s pre-employment requirements.
KMC Careers
If you're a rockstar at what you do and looking to be a part of our amazing story, we want to hear from you!
We offer attractive salaries and benefits plus you get to work in some of the Philippines' best flexible workspaces. Our employees also get to enjoy exclusive discounts, rewards and freebies, and invites to our monthly events. We are always recruiting for roles in IT & Development, Marketing, Business Administration, HR & Recruitment and Legal & Finance Roles.
KMC provides quality employment opportunities for job-seekers looking for a career that is both challenging and fulfilling. We are also committed to providing equal opportunities at every selection stage. We do not discriminate due to age, gender, sexual orientation, ethnicity, nationality, and religion.
Work with Us. Grow with Us.
KMC Solutions offers a variety of career opportunities in Metro Manila, Cebu and Clark & Iloilo. We are always looking for talented and enthusiastic individuals who are ready to make their next big career move.
Our Culture
At KMC, we foster an inclusive and positive workplace for all. We push our members to succeed in everything they do through our collaborative work environment. We encourage our community to work hard and reach their full potential while delivering results that matter for our members and you as professionals.
We host amazing and quality events and implement people-centric policies to work flexibly. We ensure that everyone in our expansive network is engaged, from our internal employees and those who work on behalf our offshore partners.
Life within KMC: Work Hard Party Harder
At KMC, we work hard and we are committed to putting our best foot forward in everything we do. Everyone is encouraged to be an individual while also working for the collective good of the KMC Community. We believe mistakes are opportunities and that you should not present a solution without a problem.
We also know when hard work deserves to be recognized so we reward our employees with monthly parties, free trips and much much more!
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