USA - Documentation Coordinator

You Belong Here…Wherever in the World you find yourself.

We celebrate our wins as one team of many great people!

With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 240 offices to help our partners connect to a smoother, smarter ocean.

We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective – we connect the world and see the bigger picture.

The Power of People – we rely on the strength of local agent knowledge and relationships.

Progress – we adopt new thinking and push for positive change in our industry.

We know what matters. We never stand still. We always reach for more.

#WeAreInchcape

Business Need / Purpose of Role:

The Documentation Coordinator is responsible for managing and optimizing ISS shipping services customer service department to ensure top service for our customers.

Objectives & Measurement – Key Responsibilities

Imports:

• Manifests, Stowage Plans, Hatch List, Container Plans, and all necessary documents to be distributed by agent to Stevedore, Terminal, USCBP, USDA, Surveyors, Fumigators, etc.  (Depending on Line / Commodity)


• Timely dispatch of Arrival Notices pulled from client’s system or typed, then email to Importers / Brokers.


• Prepare wharfage statements (depending on Line, etc.)


• Collect and reconcile wharfage payments on behalf of principal when applicable.


• Prepare In-house Lineups to work the ship i.e., agent receipt of Original Bills, Ocean Freight monies, wharfage monies (if required), post Gov. Holds / Hold Removals, post Customs Release, Cargo Release to Terminal


• Update Brokers on Vessel Arrivals, Sailings, Free-time, Status, receipt of OBLs, Customs clearances, Ocean Freight monies. Anything Pending, Brokers to follow up with the Importers


• Post 'Vessel Arrival' (ALLFAST time) in Customs AMS system, this is mandatory by USCBP - responsibility of AMS provider


• Follow any Government Holds - until Hold Removed (i.e., Customs Exams, MRPM, -   USDA Inspections / Exams for various weed seed, pests, etc. possibly found on cargo or dunnage) 


• Liaise with principals and work closely with cargo receivers on matters pertaining to customs clearance, collect ocean freight payments to assure all conditions met to release cargo to the Terminal.


• Follow up Any Bills without Entry in AMS / within '15 days' from vessel arrival in order to avoid G.O.


• Trouble shoot any discrepancies


• Comply with principal procedures, instructions, and policies


• Arrange / Follow any equipment digital downloads (depending on Line)


• Follow any Cargo Claims / Joint Survey Requests - ensure same passed to Line and/or handle the set up with cargo interests concerned (depending on Line requirements)


• Ensure current Trucker Interchange Agreements signed & on file, obtain Current Active Insurance Certs from Truckers, Keep Trucker log updated (depending on Line)


• Container - pull daily gate activity from Terminal systems and update equipment moves in lines system (task performed depending on Line / Commodity)


• Empty Container reports pulled; quantities report back to Line; planning for load back onto vessel


• Equipment Inventories maintained


• Ultimately to Train on handling AMS Manifest Processing with USCBP


• Ultimately to Train on handling BAPLIE (stow positions) Filing with USCBP

Exports:

• Prepare outbound manifest for any 'empties' loaded


• File complete SED's with USCBP 4 days after vessel clearance


• Update Carriers system with Load Empty move


• Ultimately to Train on AES Filings for certain carriers

Cargoes:

• Perishable, Steel, Lumber, Plywood, Vehicles, Project Cargo, Wood Pulp, various additional breakbulk and some containerized.

Knowledge, Skills, and Abilities

• A foundational knowledge of Port Operations.


• Competent user of the Microsoft Office suite including Outlook, Excel and Word.


• Being able to communicate in writing clearly and concisely. 


• Balance multiple tasks, changing priorities & operate within a deadline-oriented environment.


• Excellent verbal and written communications skills required in English.  Bilingual, fluent in English & Spanish preferred.

Education, Qualifications, Certifications, and Licenses

Education/Experience:

• High school diploma or GED equivalent required


• Eligibility to work in the US.


• 1-2 years’ experience in customer service experience preferably in liner or container processing imports/exports preferred.

Why Inchcape Shipping Services?

We believe in building a diverse and high performing workforce, that works together to provide our partners with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career.

What you’ll get:

We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees.

Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs.  

In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.  

We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation. 

• Generous time off and paid holidays
  
  
  
  • Two weeks’ vacation (immediately upon date of hire), 10 days Personal/Sick time, 12 paid holidays
  
  
  • Paid parental leave
  
  
  
  


• Employee Assistance Program (EAP)


• Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones.


• Career growth and opportunities for promotions. We develop and hire from within!


• Plus, much more!
  

Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you’re proud of, and take advantage of all the future holds.

Follow us on LinkedIn, Facebook, Instagram, and X to meet our employees and see what makes us who we are.

Who you are is who we are.

Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages.  As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email [email protected] describing the accommodation.

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