Export Documentation Coordinator

Job Summary

The Documentation Customer Service Representative (CSR) supports export documentation for scrap paper shipments. Key responsibilities include managing export documentation, coordinating order flow, and working with internal teams and overseas offices.

Essential Duties And Responsibilities

• Prepare and review export documentation, including commercial invoices, packing lists, bills of lading, shipping instructions, certificates of origin, AES/ITN filings, and other required documents.
• Ensure compliance with regulatory, carrier, customer, and banking requirements prior to submission.
• Prepare and submit complete document packets to banks and customers for Letters of Credit (L/C), Documentary collections (D/P, D/A), Direct collection, and telegraphic transfer (TT).
• Own end-to-end documentation timelines, including carrier, port, and banking cutoffs. Proactively follow up to prevent delays, rolled cargo, penalties, or payment issues.
• Perform detailed pre-submission reviews to ensure accuracy and completeness. Resolve discrepancies with carriers, banks, brokers, and customers in a timely manner.
• Maintain complete, auditable documentation records.
• Support import document review and coordinate with customs brokers. Assist in resolving documentation discrepancies or compliance issues.
• Serve as the documentation point of contact for sales, logistics, finance, customers, banks, and external partners. Communicate documentation status, risks, and exceptions clearly and professionally.

Qualifications

• Bachelor’s degree in logistics, supply chain, international trade, business, or related field, or equivalent relevant experience.
• Minimum 3 years of experience in export documentation, international logistics, freight forwarding, or trade operations.
• Working knowledge of export documentation requirements, AES/ITN filings, Incoterms, and international payment methods, including letters of credit and documentary collections.
• Demonstrated accuracy, organization, and ability to manage multiple deadlines in a high-volume, detail-sensitive environment.

Preferred Qualifications

• Experience preparing export document presentations under letters of credit and documentary collection arrangements.
• Exposure to import documentation, customs brokerage coordination, or ERP and trade compliance systems is preferred.

Core Competencies

• Documentation accuracy: ≥ 99.5% documentation accuracy rate (no post-submission corrections required)
• Timeliness and Execution: ≤ 0.5% bank or customer discrepancy rate, Zero critical compliance violations attributable to documentation errors
• Trade Finance and Payment Performance: ≥ 98% clean L/C presentations on first submission, Average days to payment release within contractual terms, Zero payment delays caused by documentation errors
• Quality and Process Control: 100% of documentation files complete and audit-ready, Discrepancies resolved within agreed service levels (for example, 24–48 hours)
• Stakeholder Support: Positive internal and external feedback on responsiveness and accuracy, Consistent communication of risks and exceptions before deadlines

Physical Qualifications

This job primarily operates in a professional office environment and routinely requires the use of standard office equipment such as computers, phones, copy machines, etc.

Benefits

• Medical, dental, vision, life insurance, and short-term disability.
• Stock purchase plan, company matching on a 401(k).
• Paid vacation, holidays, and personal days.