Norton Lilly International Is Hiring A Documentation Specialist (Bilingual)

Join Our Team as a Documentation Specialist! 🚢📄

We are seeking a dedicated Documentation Specialist to manage import and export documentation processes across various maritime accounts, ensuring seamless coordination and exceptional customer service.

Key Responsibilities

Export Operations 🌍

• Create and issue: bookings, bills of lading (B/Ls), manifests, and freight invoices.
• Ensure accuracy: process and confirm customer shipping instructions, facilitate necessary changes, and keep all relevant clients informed.
• Manage Cargo Inventory: track 'on dock' cargo scheduled for loading, prepare Load Orders, and issue Mate’s Receipts.
• Post-loading: deliver the final bill of lading to the customer within 24-48 hours of confirmed loading onboard.

Import Operations 📥

• Prepare and distribute: Arrival Notices to receivers and brokers, and necessary documents to port authorities, terminals, stevedores, and port offices.
• Coordinate vessel arrivals: work with Customs to ensure all conditions (OBL surrender, wharfage payment, clearance) are met prior to cargo release.
• Monitor and troubleshoot: Customs system for cargo holds and errors, working with customers to resolve issues.
• Financial reconciliation: reconcile wharfage funds and facilitate transfers to customers.

General Duties ⚙️

• Monitor sailing schedules: ensure timely collection of all necessary documents.
• Customer communication: respond courteously and professionally to inquiries via phone, Outlook, fax, and other channels.
• Reporting & System Updates: generate specialized reports, reconcile systems for accuracy, document changes, and keep systems updated.
• Compliance: promote adherence to US Customs and other regulatory agencies to ensure secure cargo transport.

Qualifications & Skills 📋

• High school diploma or GED; college courses in business management are a plus.
• 3-5 years of experience in customer service (retail, sales, call centers) and/or data entry.
• Fluent in both Spanish and English.
• Experience in the transportation industry highly preferred.
• Excellent verbal and written communication skills.
• Strong problem-solving abilities and teamwork skills.
• Proficiency in Microsoft Word, Excel (including advanced skills like pivot tables and charts), and other Office applications.
• Experience with Fairwater and Agency Now software required.
• Comfortable with Skype and remote communication tools.
• Exceptional organizational and time management skills, with attention to detail.
• Reliable transportation and flexible schedule availability, including days, nights, weekends, and holidays.

Additional Information 🎯

Other duties may be assigned as needed. The position will evolve with industry trends and technological advancements, so adaptability is essential. A willingness to multitask and meet deadlines is crucial for success.