About this position
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.