Documentation Specialist

The Documentation Specialist is responsible for managing, organizing, and maintaining all documentation related to the import/export process, ensuring accuracy, compliance, and timely completion. The role involves working closely with clients, internal teams, and external parties to facilitate smooth document processing and address any related concerns.

Job Description:

• Receive and review draft shipping, customs, and other import/export documents from the Key Accounts Specialist.
• Verify the accuracy, completeness, and consistency of draft documents, including Bills of Lading and supporting documentation.
• Forward Bills of Lading and other relevant documents to the Data Entry Specialist for timely encoding into monitoring systems and databases.
• Coordinate with the Key Accounts Specialist regarding document discrepancies, missing information, amendments, and other shipment-related concerns.
• Follow-up on missing, incomplete, or pending documents to ensure the timely completion of shipment requirements.
• Follow-up on the final shipping and supporting documents and ensure that updated and complete copies are properly received, recorded, and filed.
• Monitor documentation status and maintain accurate records of received, pending, and completed documents.
• Organize and maintain documentation files for proper record-keeping, easy retrieval, and audit purposes.
• Coordinate with internal teams and relevant stakeholders to resolve documentation issues and help prevent delays in shipment processing.
• Maintain accurate documentation trackers and provide timely updates on pending, outstanding, or completed requirements.
• Ensure that all required shipping and supporting documents are properly maintained and processed in accordance with company procedures and applicable regulations.
• Assist in other documentation-related tasks and administrative duties as may be assigned by the supervisor.

Qualifications:

• Bachelor's degree in Customs Administration, Business Administration, Logistics, Supply Chain Management, or any related field.
• Should be a Licensed Customs Broker
• At least 1 year of relevant work experience in documentation, import/export, logistics, freight forwarding, customs brokerage, or a related field is preferred.
• Experience in handling Bills of Lading, manifests, shipping documents, and other import/export documentation.
• Basic knowledge of Bureau of Customs (BOC) procedures and documentation requirements is an advantage.
• Familiarity with document monitoring, filing, tracking, and record-keeping processes.
• Ability to manage multiple shipments and documentation requirements while meeting established deadlines.
• Willingness to learn and adapt to company procedures, systems, and regulatory requirements.

Skill Set:

• Document Verification - ability to review documents thoroughly and identify missing, inconsistent, or incorrect information.
• Attention to detail - strong ability to detect discrepancies in Bills of Lading, manifests, and supporting documents.
• Communication Skills - ability to communicate clearly and professionally with Key Account Specialists, Data Entry Specialists, clients, and other stakeholders.
• Coordination Skills - ability to coordinate documentation requirements and work with concerned personnel to resolve issues.
• Follow-Up Skills - proactive in monitoring and following up on missing, pending, and final documents.
• Time Management - ability to prioritize tasks and ensure documentation is processed within required timelines.
• Organization Skills - ability to maintain accurate records, trackers, and filing systems.
• Computer Skills - Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook/email, as well as other documentation and monitoring systems.
• Problem-Solving Skills- Ability to identify documentation issues and coordinate appropriate solutions.
• RegulatoryAwareness - basic understanding of customs, shipping, and import/export documentation requirements.
• Teamwork and Collaboration - ability to work effectively with different departments and stakeholders to ensure smooth document processing.
• Adaptability and Willingness to learn - ability to adapt to new systems, procedures, processes, and regulatory requirements.

Working Conditions:

• Monday - Friday
• 8:30 AM - 5:30 PM
• Work or updates may be provided at any time, depending on operational requirements.