Documentation Specialist

Job Purpose:

As a Documentation Specialist, you will be responsible for managing the export documentation process 

for shipments to Central America, ensuring compliance with regulations and handling all necessary 

paperwork for smooth and efficient export operations.

Essential Responsibilities

• Review, prepare, and process export documentation including Bills of Lading, Dock Receipts, Letters of Intent, AES filings, and other documentation required by U.S. Customs and international shipping regulations
• Receive shipment titles from the Customer Service team and verify accuracy between physical titles and shipment data in BNI
• Maintain accurate Cargo-In-Vessel data to ensure real-time tracking of documentation status
• Maintain custody and organization of shipment titles by reference number
• Generate Dock Receipts and required documentation for steamship company validation
• For Florida shipments, generate Letters of Intent required for steamship company validation
• Maintain AES records once loading confirmation is received
• Manage validation processes with U.S. Customs for all shipments, including daily submission of titles and documentation
• Follow up on customs issues such as shipment holds or inspection requirements
• Submit shipping instructions to steamship companies and review Master Bills of Lading for accuracy within required timelines
• Maintain accurate shipment information in the BNI system including booking rates and vessel sailings
• Prepare documentation packages for Port to Port offices in Central America
• Ensure compliance with all documentation cut-off times and take necessary steps to meet deadlines, including extending work hours when required to finalize submissions
• Perform other duties as assigned

 Job Requirements

• Bilingual in English and Spanish required (must be able to read, write, and communicate professionally in both languages)
• Exceptional attention to detail is required
• Strong organizational and problem-solving skills
• Ability to work in a fast-paced logistics environment with strict deadlines
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Valid driver’s license required, as the role may involve delivering vehicle titles or documentation to Customs offices in Delaware and Philadelphia
• Ability to multitask and manage multiple deadlines
• Strong communication and interpersonal skills
• High School Diploma or equivalent
• Must pass background screening and drug tests

Preferred Qualifications

• Prior experience with export documentation and international shipping processes
• Familiarity with Central America shipping procedures
• Knowledge of U.S. Customs and export regulations