Documentation Specialist

Role Objectives

The Documentation Specialist is responsible for assisting local offices and customers with documentation needs such as Bills of Lading, ACE Import and Export filings, Certificates of Origin, and USCG Electronic Notice of Arrivals and Departures.

Key Responsibilities

• File ACE (Automated Commercial Environment) import entries for vessels arriving with foreign cargo onboard as well as for ship spares being landed within the US.
• File ACE export entries for vessels loading cargo in the US destined for foreign countries.
• Complete export documentation (Bills of Lading, Certificate of Origins, Cargo Manifest, Mates Receipts) for cargo loaded in the US destined for foreign countries.
• File USCG Electronic Notice of Arrivals and Departures for applicable vessels entering the US.
• Complete Letter of Invitation for crew members joining vessels in the US.
• Assist customers with obtaining required documentation (SCAC, International Carrier Bond, etc.) for visiting the US.
• Ensure all filings are completed and accepted within required deadlines.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Organizational skills.
• Effective oral and written communication.
• Problem solving.
• Planning and time management.
• Detail oriented.
• Availability to monitor communications after hours, weekends, and holidays if on call.
• Competence in the use of industry‑related software and systems.

Education and Experience

• Minimum high school diploma or GED equivalent.
• Prior experience with ships, tugs, etc., and accompanying paperwork requirements preferred but not mandatory.
• Prior knowledge of import/export requirements preferred but not mandatory.

Physical Requirements

• Repetitive motion, hearing, talking, grasping, fingering, and sitting.
• Occasional exertion of up to 20 pounds of force; frequent exertion of 10 pounds; constant negligible force.
• Close visual acuity required for analyzing figures, viewing a computer terminal, extensive reading, and visual inspection.
• Work performed in an office environment without adverse environmental conditions.

Benefits

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance

Flexible work‑from‑home options are available.