The Documentation Specialist generally coordinates the import and export documentation requirements for various accounts including breakbulk, ro/ro and chemical tanker carriers. This position requires excellent customer service and coordination with local port office. The position requires continuous follow-up with client and customers.

Export:

• Create and issue bookings, B/L’s and manifests and freight invoices.
• Ensure accurate processing and confirmation of customer shipping instructions; facilitate changes as required keeping all relevant customers informed.
• Cargo Inventory Management – track and report ‘on dock’ cargo scheduled to load on applicable vessel. Prepare and issue Load Orders and Mate’s Receipt.
• Once confirmed loaded on board, deliver final bill of loading to customer within 24-48 hours.

Import:

• Prepare and issue Arrival Notices to receivers and brokers.
• Distribute necessary documents to port authorities, terminals, stevedores, and port office
• ‘Arrive’ vessels with Customs.
• Assure all conditions are met (OBL surrender, wharfage payment, Customs clearance) in hand prior to issuing cargo release to terminal.
• Monitor Customs system for cargo holds and errors and troubleshoot with customers to resolve issues.
• Reconcile wharfage funds and arrange transfer of funds to customer.

General:

• Carefully monitor sailing schedules to ensure timely collection of necessary documents.
• Ensure availability and response to phone inquiries from all internal and external customers in a courteous and professional manner.
• Monitor other customer entry point (i.e., Outlook, Fax) for customer inquiries and respowithin agreed deadlines with all relevant information.
• Possible specialized customer reports as required and established through Sales and management channels.
• Reconcile systems to ensure accuracy and ensure customer expectations met; record reasons for changes/amendments.
• Update systems as required
• Promote compliance with US Customs and other law enforcement agencies and authorities to assist with safe and secure cargo transport.

REQUIREMENTS:

• High school diploma or general equivalency.
• Some college course in business management helpful but not required.
• 3-5 years of functional experience in Customer Service (retail, sales, call center, etc.), and /or Data Entry.
• Bilingual (Spanish & English)
• Experience in transportation industry is highly desired.
• Excellent verbal and written communication skills a must.
• Ability to work as part of a team environment.
• Ability to problem solve.
• Ability to enter, generate and retrieve information using a computer.
• Working experience with Word, EXCEL, Microsoft office, and other related software a must. Proficiency in Excel is a MUST (must be able to navigate worksheets, apply formatting, sort, and filter. Advanced skills (pivot tables, charts, etc.… desirable). Excel test may be required.
• Experience working Fairwater and Agency Now software required.
• Must be comfortable and experienced with Skype.
• Verbal and written communication skills (written & verbal with emphasis on details).
• Organizational and time management skills; multi-tasking and prioritizing.
• Attention to detail (ability to enter data in an exact fashion and proof documents before issuance).
• Results oriented.
• Must have reliable transportation.
• Must be available to work a flexible schedule based on business needs, including days, nights, weekends, and some holidays. This includes but not limited to, responding to emails, answering calls, reporting to the office, etc.
• Not all aspects of the job are covered by the descriptions, other duties may be required.
• Position may change as the industry and technology evolve.
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Please refer the Job description for details