Accounts Generalist & Trade Documentation Controller

Job Description:
Accounts Generalist & Trade Documentation Controller

Role Overview

This combined role manages full-cycle daily accounting (
Accounts Receivable and Accounts Payable
) alongside critical international import/export compliance and logistics documentation
. The ideal candidate ensures accurate multi-currency financial records while keeping cross-border supply chains moving smoothly without port delays.

Multi-Currency Invoicing: Generate international sales invoices with exact currency details, bank SWIFT codes, and agreed Incoterms 2020 (e.g., FOB, CIF, DDP). [1, 2]

Milestone Monitoring: Track and match incoming collections tied directly to shipping events, such as Bill of Lading (BL) issuance, shipping departures, or port arrivals.

Banking & LC Presentation: Prepare and present strict, error-free documentation to international banks to secure swift payment releases under Letters of Credit (LC) and documentary collections.

Cash Application: Reconcile incoming foreign wire funds, isolating and recording realized or unrealized foreign exchange (FX) gains and losses.

Credit Control: Review overseas customer credit limits and aging reports to flag financial risks before cargo is released or shipped.

Trade 3-Way Matching: Verify overseas supplier invoices against original Purchase Orders (PO), Packing Lists, and physical receiving logs.

Landed Cost Allocation: Calculate and track exact landed costs by allocating freight, customs duties, port handling fees, and marine insurance directly to inventory value.

Supplier Disbursements: Execute overseas vendor payments utilizing telegraphic transfers (TT), open accounts, or bank trust receipts.

Logistics Auditing: Audit invoices from shipping lines, freight forwarders, and customs brokers to verify agreed contract rates and eliminate overcharges.

Demurrage Mitigation: Fast-track the approval and payment of local port charges to prevent container storage fines and demurrage penalties.

Customs Clearance: Prepare, verify, and submit essential shipping paperwork, including Commercial Invoices, Packing Lists, Certificates of Origin, and specialized regulatory permits.

Regulatory Compliance: Maintain absolute compliance with regional customs laws, tariff classifications (
HS Codes
), duty exemptions, and international trade sanctions.

Stakeholder Coordination: Act as the primary liaison between international banks, global freight forwarders, customs brokers, and chambers of commerce for document legalization.

Audit Readiness: Maintain a secure, centralized digital and physical archiving system for all import/export shipping manifests, customs declarations, and tax records.

Education: Bachelor’s degree or Diploma in Accounting, Finance, International Business, or Supply Chain Management.

Experience: 3 to 5 years of dual experience handling AR/AP accounting and practical import/export documentation within a trading or manufacturing environment.

Technical

Skills:

Proficiency in multi-currency accounting software (e.g., Zoho Books & Zoho inventory

Trade Knowledge: Deep understanding of Incoterms 2020, customs clearance workflows, and banking instruments like Letters of Credit (LCs) and Bank Guarantees.