Documentation Specialist

The Documentation Specialist plays a dual role, combining accurate and timely coordination of import and export shipping documentation for various accounts and vessel types with responsive customer service to customers/principals, and internal teams. This position ensures documentation accuracy and regulatory compliance while supporting billing processes and facilitating smooth cargo movement. The specialist collaborates closely with terminal coordinators and stakeholders to resolve issues proactively and maintain clear communication throughout the shipping process.

• Monitor vessel sailing schedules and coordinate with terminal coordinators to ensure timely collection of required documents, customs clearance, and cargo readiness for loading. Proactively identify and resolve issues, keeping principals and stakeholders informed throughout the process.
• Process post-sailing documentation by reviewing load lists, entering and rating bills of lading (BOLs), and verifying contract terms, cargo dimensions, and special handling requirements to ensure billing accuracy and regulatory compliance.
• Create and issue bookings, bills of lading (BOLs), manifests, and freight invoices. Ensure accurate processing and confirmation of shipping instructions; facilitate updates as needed and keep customers and stakeholders informed of any changes.
• Track and report on-dock cargo scheduled for loading; manage cargo inventory and prepare and issue Load Orders and Mate’s Receipts. Deliver final bills of lading (BOLs) to customers after vessel departure.
• Distribute Arrival Notices and all required import/export documentation to receivers, brokers, terminals, port authorities, stevedores, and port offices to ensure timely cargo processing and compliance.
• ‘Arrive’ vessels in Customs systems to initiate cargo processing and ensure regulatory compliance.
• Manage cargo release by verifying receipt of original bill of lading (BOL) surrender, wharfage payment, and customs clearance. Monitor Customs systems for holds or errors and work with customers to resolve issues promptly.
• Maintain accurate and consistent shipment data across internal and principal systems; perform regular reconciliations to ensure alignment, document all changes and amendments with appropriate justifications, and ensure both principal expectations are met.
• Maintain professional and timely communication via phone, email, and other channels with principals and internal teams; provide shipment proofs, updates on sailing schedules and cargo status, and coordinate changes to BOLs or cargo tagging as needed.
• Prepare specialized customer reports as requested by Sales or Management, tailoring content to meet customer-specific requirements.
• Support and promote compliance with U.S. Customs and other regulatory or law enforcement agencies by ensuring documentation accuracy, timely submissions, and adherence to cargo safety and security requirements.
• Abide by company HSEQ policies and procedures.
• This job description is not exhaustive; additional duties may be assigned as needed. This role may evolve in response to changes in industry practices and technological advancements.

• High school diploma or equivalent (GED); some college coursework preferred.
• 1+ years of experience in customer service and/or data entry; transportation industry experience is highly preferred.
• Strong verbal and written communication skills with exceptional attention to detail.

• Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
• Detail-oriented, results-driven, and a proven team collaborator with a strong customer service mindset and problem-solving abilities.
• Must be available for a flexible/on-call schedule based on business needs, including days, nights, weekends, and some holidays. Responsibilities may include responding to emails, answering calls, and reporting to the office as needed.

• This position is based in a professional office environment and requires prolonged periods of sitting and working at a computer.
• Work is typically performed in a climate-controlled setting with standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• Occasional lifting of office supplies or documents weighing up to 25 pounds may be required.
• Minimal exposure to physical risk; however, employees must follow all company safety protocols, including proper ergonomic practices and general workplace safety procedures.
• May be required to attend safety briefings or training relevant to the maritime industry to support understanding of company operations.
• Must adhere to all workplace policies and contribute to a safe, organized, and professional office environment.