Job Overview

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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