Documentation Manager

Ocean Export Operations (FCL & LCL)

Purpose & Scope: To govern the execution of ocean export shipments from carrier booking through vessel departure and Bill of Lading release.

Procedure Steps:

1. Request ocean carrier container booking based on preferred sailing schedule.

2. Issue empty container pickup order and dispatch approved trucker to port/depot.

3. Obtain certified container weight and submit SOLAS Verified Gross Mass (VGM) prior to cut-off.

4. Submit Shipping Instructions (SI) to carrier; verify draft Bill of Lading.

5. Track gate-in and vessel loading; confirm departure and issue final BL/Sea Waybill to client.

Ocean Import Operations (FCL & LCL)

Purpose & Scope: To control ocean import shipments from pre-alert receipt through customs release, port clearance, and final consignee delivery.

Procedure Steps:

1. Receive import pre-alert and log arrival ETA in Control Tower calendar.

2. Check free-time allowance and establish demurrage/detention countdown calendar.

3. Verify pre-alert document package completeness (Invoice, Packing List, BL, COO).

4. Hand over documents to licensed customs broker for pre-arrival clearance preparation.

5. Monitor vessel discharge at Aqaba Port; obtain Delivery Order (DO) upon ocean freight settlement.

6. Coordinate port clearance, arrange dispatch of approved trucker, and obtain clean delivery POD.

Land Export & Cross-Border Road Transport

Purpose & Scope: To manage outbound overland road freight (FTL/LTL) across Jordanian borders into Levant and GCC destinations.

·         Key Inputs: Export Order, Cargo Specs, Commercial Docs, Border Transit Permits

Procedure Steps:

1. Select pre-vetted trucking contractor from Approved Vendor Register.

2. Inspect vehicle condition, driver credentials, valid transport insurance, and GPS tracking availability.

3. Verify border customs documentation, TIR carnets, or bonded transit guarantees.

4. Supervise cargo loading, weight distribution, tarpaulin/box integrity, and apply numbered high-security bolt seals.

5. Track truck movement via GPS; monitor border post crossing milestones and customs inspections.

6. Confirm final destination delivery and secure clean POD.

·         Required Records / Outputs: Truck Dispatch Note, CMR Road Consignment Note, Border Clearance Docs, Signed POD

Land Import & Regional Cross-Border Operations

Purpose & Scope: To govern inbound overland road shipments entering Jordan from regional borders through final offloading.

·         Key Inputs: Inbound Pre-Alert, CMR Consignment Note, Customs Transit Manifest

Procedure Steps:

1. Receive dispatch pre-alert from origin trucker/agent with driver and vehicle details.

2. Monitor truck arrival at Jordanian border entry post (e.g., Omari, Karameh, Jabir).

3. Coordinate customs border clearance, bonded escort, or internal customs depot transfer.

4. Verify intact status of origin security bolt seals prior to customs inspection.

5. Track truck transit from border to consignee warehouse in Jordan.

6. Supervise offloading and secure signed, stamped POD detailing cargo condition.

·         Required Records / Outputs: Border Transit Entry Permit, Customs Duty Receipt, Clean Signed POD

·         Key Governance Controls: Immediate escalation of border delays exceeding 6 hours; mandatory seal integrity check at entry border.

Multimodal & Regional Cross-Trade Operations

Purpose & Scope: To control complex shipments utilizing multiple transport modes or cargo movements between foreign countries without entering Jordan.

Procedure Steps:

1. Construct comprehensive end-to-end multimodal routing plan detailing leg-by-leg responsibilities.

2. Issue FIATA Multimodal Transport Bill of Lading (FBL) or combine individual modal contracts.

3. Coordinate foreign origin and destination agents using Petra's pre-qualified network.

4. Establish single Control Tower tracking record aggregating sea, air, and land milestones.

5. Ensure seamless document handovers and customs transit compliance between modal legs.

6. Reconcile all foreign buy/sell currencies and finalize job closure upon POD receipt.

Requirements

Our client, a well-established freight forwarding and logistics company in Amman, is seeking an experienced Documentation Manager to lead its freight forwarding and logistics documentation function.

Key requirements:

• Relevant experience in freight forwarding and logistics documentation
  
• Strong understanding of import and export operations
  
• Ocean freight documentation (FCL/LCL)
  
• Land transportation and cross-border shipments
  
• Multimodal logistics operations