Documentation Specialist jobs in United States

Job Description

We are seeking a detail-oriented and customer-focused Customer Service & Documentation Specialist to join our team. This role involves handling customer inquiries, ensuring accurate documentation, and coordinating with internal and external stakeholders to ensure smooth shipping operations.

Key Responsibilities:

1. Customer Service:
   Serve as the primary point of contact for customer inquiries related to shipments, documentation, and schedules.
   Provide prompt and professional support via phone, email, and other communication channels.
   Address and resolve customer complaints, escalating issues when necessary.
2. Documentation & Compliance:
   Prepare and verify shipping documents (Bill of Lading, commercial invoices, packing lists, certificates of origin, etc.).
   Ensure compliance with shipping regulations and company policies.
   Maintain accurate records of all transactions and communications.
3. Coordination & Communication:
   Liaise with freight forwarders, carriers, customs agents, and internal teams to ensure timely and accurate shipments.
   Track shipments and provide status updates to customers.
   Assist in resolving any shipping or documentation discrepancies.
4. Process Improvement:
   Identify opportunities to improve customer service and documentation efficiency.
   Assist in developing and updating standard operating procedures for documentation processes.

Requirements:
Minimum 1 year of experience in the shipping, logistics, or freight forwarding industry.
Strong knowledge of shipping documentation, Incoterms, and industry regulations.
Excellent communication and customer service skills.
Proficiency in Microsoft Office (Excel, Word, Outlook) and shipping/logistics software.
Detail-oriented with strong organizational and problem-solving abilities.
Ability to work in a fast-paced environment and manage multiple tasks.

Preferred Qualifications:
Experience working with freight forwarders, customs brokers, or shipping lines.
Familiarity with import/export regulations and trade compliance.
Additional language skills are a plus.