TieTalent Is Hiring A Documentation Specialist (Bilingual)

Job Title: Documentation Specialist

The Documentation Specialist plays a vital role in managing import and export documentation for various accounts, ensuring smooth cargo operations with excellent customer service and coordination.

About

The Documentation Specialist generally coordinates import and export documentation requirements for accounts including breakbulk, roll-on/roll-off (ro/ro), and chemical tanker carriers. This role demands exceptional customer service skills and close liaison with local port offices. Continuous follow-up with clients and customers is essential for success.

Export Responsibilities 🚢

• Create and issue bookings, bill of ladings (B/Ls), manifests, and freight invoices.
• Ensure accurate processing and confirmation of customer shipping instructions; facilitate necessary changes and keep all relevant customers informed.
• Cargo Inventory Management – track and report cargo 'on dock' scheduled for loading; prepare and issue Load Orders and Mate's Receipts.
• Deliver the final bill of loading to the customer within 24-48 hours once confirmed loaded onboard.

Import Responsibilities 🚢

• Prepare and issue Arrival Notices to receivers and brokers.
• Distribute necessary documents to port authorities, terminals, stevedores, and port offices.
• Coordinate vessel arrivals with Customs.
• Ensure all conditions (OBL surrender, wharfage payment, Customs clearance) are met prior to releasing cargo to the terminal.
• Monitor Customs system for cargo hold issues and troubleshoot with customers to resolve problems.
• Reconcile wharfage funds and coordinate fund transfers to customers.

General Duties 📝

• Monitor sailing schedules to ensure timely collection of necessary documents.
• Respond promptly to inquiries via phone, email, Outlook, Fax, and other channels with professionalism.
• Generate and respond to specialized customer reports as needed, following sales and management directives.
• Reconcile systems to maintain accuracy and record reasons for any changes or amendments.
• Update systems as required to reflect current information.
• Promote compliance with US Customs and law enforcement to facilitate safe cargo transport.

Requirements ✅

• High school diploma or equivalent (GED).
• Some college coursework in business management is helpful but not mandatory.
• 3-5 years of experience in Customer Service (retail, sales, call centers) and/or Data Entry.
• Bilingual: Fluent in Spanish & English.
• Industry experience in transportation is highly preferred.
• Excellent verbal and written communication skills.
• Strong teamwork abilities.
• Proven problem-solving skills.
• Competent in computer data entry, retrieval, and generation.
• Proficiency in Word, Excel, Microsoft Office. Advanced Excel skills (pivot tables, charts) are desirable, with an Excel test possibly required.
• Experience with Fairwater and Agency Now software.
• Comfortable using Skype.
• Strong organizational, time management, and multitasking skills.
• Attention to detail in data entry and document review.
• Results-oriented mindset.
• Reliable transportation required.
• Flexible schedule availability, including days, nights, weekends, and holidays.

Nice-to-Have Skills 🌟

• Microsoft Word proficiency
• Experience with Skype
• Knowledge of Florida, Puerto Rico, or U.S. regions

Work Experience 💼

• Administrative roles

Languages 🗣️

• English (required)