Coal Trade Admin & Data Entry

Salary: NEGOTIABLE

Job Summary

PT. Citra Dayak Indah (CDI), a coal mining company operating in Kutai Barat, East Kalimantan, is looking for a detail-oriented Admin & Data Entry Staff to support our shipping and export documentation process. This role is responsible for the accurate and timely administration of shipment-related documents — from shipping instructions and barge documentation to customs clearance, port authority filings, and vessel permits — ensuring smooth coordination between internal teams, vendors, and government/port authorities throughout the coal export cycle.

A. Key Responsibilities

1. Shipment & Export Documentation

- Prepare, review, and process Shipping Instructions for each shipment cycle

- Manage documentation related to barges, including loading schedules, barge certificates, and related shipping papers

- Perform data entry and administration for Customs Clearance (PEB and supporting export documents)

- Handle data entry and submission of documents to the Port Authority (Syahbandar/KSOP) in accordance with applicable port regulations

- Process data entry for Mother Vessel (MV) permits, including anchorage, loading, and clearance permits

- Compile and organize MV-related documents (Notice of Readiness, Statement of Facts, Bill of Lading, Certificate of Origin, Certificate of Weight/Quality, etc.)

2. Financial & System Administration

- Submit and track vendor/shipping-related invoices for internal approval and payment processing

- Perform online data entry into the BBO system to ensure shipment and barging data is accurately recorded and up to date

- Support DMO (Domestic Market Obligation) documentation and reporting in compliance with government coal-sales regulations

3. Coordination & Communication

- Liaise and communicate with vendors, surveyors, shipping agents, barge operators, and other related parties to ensure shipment schedules and documents are aligned

- Receive, log, distribute, and dispatch incoming and outgoing documents in an organized and traceable filing system (hard copy and digital)

- Provide back-office administrative support to the Marketing team as needed (data compilation, document preparation, correspondence)

B. Requirements

- Good written and verbal communication in English

- Minimum Diploma (D3) or Bachelor's Degree (S1) in related field

- Minimum 3-5 years of relevant experience in shipping documentation, export-import administration, or logistics admin in the coal mining or commodity export industry is a strong advantage

- Solid understanding of shipping and export documentation flow (Shipping Instruction, PEB/Customs Clearance, Port Authority requirements, MV/barge permits) is preferred

- Familiarity with coal mining shipping terms (Mother Vessel, barging, transshipment, DMO) is a plus

- Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable with online data-entry systems/portals

- Strong attention to detail and high level of accuracy in document processing

- Good communication and coordination skills to liaise with internal teams, vendors, and government/port authorities

- Well-organized, able to manage multiple documents and deadlines simultaneously

- Able to work both independently and collaboratively within a team