Export Documentation Specialist – Real Pet Foods (RPF)

Role Purpose

The Export Documentation Specialist – Real Pet Foods is a dedicated role within Navias Global Resource Centre (GRC) that focuses exclusively on the preparation, management, and accuracy of export documentation for the Real Pet Foods account.

Real Pet Foods is a high-complexity, documentation-heavy client with variable requirements across customers, destinations, and shipments. This role exists to centralise, standardise, and stabilise documentation execution, removing pressure from Australian export teams while improving consistency, compliance, and turnaround times.

This is a production-focused, non-client-facing role.

Key Responsibilities:

1. Export Documentation Execution (RPF Only)

Prepare and maintain all export documentation required for Real Pet Foods shipments, including but not limited to:

• Commercial Invoices
• Packing Lists
• Export Declarations
• Certificates of Origin
• Health / Regulatory documents (as instructed)
• Customer-specific documentation requirements

Ensure all documents are prepared accurately and in accordance with:

• Approved Real Pet Foods SOPs
• Destination country regulations
• Customer-specific and shipment-specific variations.

All documentation must be correctly created, updated, and stored within CargoWise and any supporting systems.

2. SOP Adherence & Process Discipline

• Follow all approved RPF SOPs precisely, including:
• Document sequencing
• Naming conventions
• Version control
• Approval and release workflows
• Escalate incomplete inputs, unclear instructions, or non-standard requests promptly rather than making assumptions.
• Actively contribute to SOP refinement by highlighting recurring issues, gaps, or inefficiencies.

3. Data Accuracy & Compliance

• Validate documentation data against booking details, product information, quantities, values, and shipment instructions.
• Ensure alignment across all documents (e.g. invoice vs packing list vs certificate of origin).
• Identify and flag discrepancies early to prevent downstream operational, compliance, or client issues.

4. Collaboration with Australian Operations

• Work closely with Australian Export Operations and Client Services teams to:
• Receive structured handovers
• Clarify documentation requirements
• Resolve exceptions efficiently
• Operate within a follow-the-sun model to improve turnaround times and responsiveness.

Scope & Boundaries:

In Scope

• Export documentation preparation and maintenance for Real Pet Foods only
• Data validation and SOP-driven execution
• Internal operational collaboration

Out of Scope

• Client communication
• Pricing, quoting, or commercial decisions
• Booking creation or shipment ownership
• Ownership of exceptions beyond defined escalation

Skills & Experience:

Essential

• Experience in export documentation (sea freight preferred).
• Strong understanding of commercial invoices, packing lists, export declarations, and certificates of origin.
• High attention to detail and strong process discipline.
• Experience working in SOP-driven environments.
• Familiarity with CargoWise One or similar freight forwarding systems.
• Ability to manage high-volume, repetitive work with consistent accuracy.