Documentation Staff

About the role

We are seeking a Documentation Staff member to join our Ocean Export Department. The role involves taking full ownership of documentation tasks, ensuring the accurate and on-time submission of all required documents. Responsibilities include managing the process from SI and VGM submission to the timely filing of AMS, ISF, and ACI, followed by invoicing and job closure. The role demands accountability, adherence to strict deadlines, and a commitment to compliance.

Key responsibilities

• Collect and prepare shipping documents from customers and internal teams, ensuring SI is submitted on time to carriers or relevant parties
• Collaborate with internal and external stakeholders to confirm all shipment details and resolve any issues promptly
• Prepare and submit VGM in compliance with SOLAS regulations, ensuring timely submission to carriers or port authorities
• Prepare and submit AMS documentation for US-bound shipments, ensuring timely compliance
• Take full ownership of ISF filing for US-bound cargo to meet US Customs and Border Protection (CBP) requirements
• Ensure accurate and timely submission of ACI documentation for Canada-bound shipments to meet Canadian customs requirements
• Draft and verify the B/L based on final SI details, handling amendments or corrections with carriers and customers
• Ensure accurate preparation of customs-related documents and work closely with the customs team to ensure timely clearance of shipments
• Ensure timely and accurate billing by coordinating with the finance department, resolving any discrepancies or customer inquiries related to invoicing
• Ensure all documentation is accurately uploaded into the system and that jobs are closed promptly once billing is completed

About you

• Bachelor degree in logistics, supply chain management, or a related field is preferred
• 1-2 years of relevant experience in freight forwarding, particularly in ocean export documentation, including AMS, ISF, and ACI filings
• Strong sense of responsibility and commitment to meeting deadlines
• Proficiency in ocean export documentation processes and systems
• Familiarity with AMS, ISF, ACI, and other customs filing requirements
• Detail-oriented with excellent organizational skills
• Strong communication skills for working with internal teams, customers, and carriers
• Ability to work under pressure and manage multiple tasks with a sense of urgency and accountability
• New graduates will be considered