Documentation Specialist

PriceSmart, Inc.; Bogotá ciudad; On-site; COP 28,000,000 - 42,000,000; Full time

Job summary

PriceSmart, Inc. is seeking a Documentation Specialist to support the Buying team with product and supplier documentation, new item setup, and import-related processes. You will work with Buyers and suppliers to collect, review, and enter information within established timelines.

You will coordinate documentation across departments, ensure regulatory compliance, and maintain accurate data while adapting to system changes and deadlines. Fluent English and Spanish are required for this role.

Qualifications

• Bilingual in English and Spanish.
• Proficiency in Microsoft Word and Excel.
• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Support the Buying team with documentation and admin for new item setup.
• Interface with Buyers and suppliers to obtain product information.
• Review and follow up on missing information to ensure timely completion.
• Coordinate documentation for new suppliers and updates to existing data.
• Review data for accuracy, completeness, and consistency.
• Assist in compliance and regulatory requirements for importation.
• Review new item submissions on PriceSmart.com.

Skills

Bilingual EN/ES

Communication

Organizational skills

Detail-oriented

Multitasking

Interpersonal skills

Deadline-driven

Team collaboration

Tools

AS/400

Microsoft Word

Microsoft Excel

Job description

Hello, potential PriceSmart candidate. We’re on a mission to hire the very best, and are committed to creating exceptional employee experiences where everyone is respected and has access to equal opportunity. We realize the greatest contributions to the company can come from anywhere in the organization, and we know that the next one could be yours!

We are seeking a highly organized, detail-oriented, and proactive Documentation Specialist to support the Buying team with product and supplier documentation, new item setup, regulatory requirements, and import-related processes. In this role, you will work closely with Buyers, suppliers, and cross-functional teams to ensure that all required information and documentation is accurately collected, entered, reviewed, and completed within established timelines.

The Documentation Specialist will play a key role in supporting the smooth setup of new products and suppliers, following up on missing information, coordinating documentation with internal departments, and ensuring compliance with the requirements necessary for product importation into our clubs.

What's unique about this job (What you’ll do)

• Support the Buying team with the documentation and administrative activities required for new item setup.
• Interface with Buying personnel and the supplier community to obtain required product and supplier information.
• Collect, review, and follow up on missing information and documentation to ensure timely completion of processes.
• Coordinate documentation for the setup of new suppliers and/or updates to existing supplier information.
• Review completed documentation and data to verify accuracy, completeness, and consistency.

New Item Setup & Data Entry

• Enter and maintain data required for the creation of new items.
• Obtain the documentation necessary to facilitate new product setup and meet regulatory requirements for importation.
• Ensure that required data points are accurately entered and updated within established timelines.
• Follow up proactively on outstanding information to prevent delays in new item setup.

Compliance & Cross-Functional Coordination

• Work with Duties, Registration, and Quality Control departments to follow the required documentation workflow for new item setup.
• Support the completion of COC and other compliance or regulatory requirements necessary for product importation.
• Coordinate and track documentation throughout the process to ensure that required steps are completed accurately and on time.
• Assist in identifying missing or incomplete documentation and coordinate with the appropriate teams for resolution.
• Understand department-related calendar events and deadlines in order to prioritize tasks appropriately.
• Maintain strong follow-up on pending documentation, supplier information, and product setup activities.
• Respond in a timely manner to requests for information and documentation.
• Manage multiple tasks and priorities while maintaining accuracy and attention to detail.
• Work effectively under pressure and within established deadlines.

Digital Content & Systems

• Review and validate new item submissions on PriceSmart.com.
• Utilize Microsoft Word and Excel to support documentation, data entry, tracking, and reporting activities.
• Knowledge of the AS400 operating system is helpful but not required.
• Adapt to changes in systems, processes, and business requirements.

Additional Responsibilities

• Perform other duties and responsibilities as assigned.
• Support the Buying team and related departments as business needs arise.
• Protect PriceSmart assets and work tools at all times.
• Adhere to and apply PriceSmart policies and procedures.
• Adhere to and apply the Company’s Code of Conduct and Ethics.
• Follow PriceSmart safety, prevention, and security guidelines.
• Promote PriceSmart’s business philosophy, including the Six Rights of Merchandising.

Bring your passion and expertise (Who you are)

• Bilingual in English and Spanish is required.
• Proficiency in Microsoft Word and Excel.
• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Strong follow-up skills and a sense of urgency.
• Ability to work independently while meeting established deadlines and objectives.
• Ability to work effectively with others in a team-oriented environment.
• Strong mathematical and analytical skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities and work effectively under pressure.
• Adaptability and flexibility in a changing work environment.
• Strong commitment to integrity, honesty, fairness, teamwork, communication, and accountability.
• Ability to build effective working relationships with internal teams, Buyers, and suppliers.
• Previous experience in documentation, administrative support, purchasing, logistics, or a related field is desirable.

Some important intangibles

You feel connected to our mission and values: Integrity, Respect, Accountability, Passion, Community and Continuous Improvement.

You are a self-starter who doesn’t need direct supervision to motivate you for success.

You enjoy sharing your quirkiness and talents with your coworkers.

You enjoy working hard and take pride in delivering accurate and timely results.

You are full of energy for the things one sees as challenging.

You have a strong sense of urgency and follow-through.

You remain calm and organized when dealing with unforeseen constraints or changing priorities.

You understand that accuracy, organization, and attention to detail are essential to supporting our Buying and Import processes.

The above description is designed to state the general nature and level of work performed in the function. It is not intended to contain or be construed as an exhaustive inventory of all job duties, responsibilities and qualifications required of employees assigned to this job. A complete job description may be made available to you through the hiring process.

Our Commitment

We not only embrace and celebrate the diversity of our membership base and communities, but also strive to achieve the same in our employees. At PriceSmart, we are committed to equal employment opportunity, regardless of race, color, religion, national origin, gender, sexual orientation, age, disability, veteran status or any other class protected by applicable law. We are proud to be an equal opportunity employer.

Get to know us

PriceSmart was founded with a purpose: to inspire and impact the lives and businesses of our Members, our employees and our communities through the ethical delivery of the best quality goods and services at the lowest possible prices.

Throughout the years, we have constantly asked ourselves how we can do more and have a greater impact. We want to prove that we are a company that can grow, be profitable and do good in the world, and we have learned that it takes a great organizational culture to achieve that goal.

At PriceSmart, you can look forward to company events, anniversaries celebrating our employees with more than 20, or 30 years of tenure, volunteering and learning opportunities, and just great company filled with curious, kind folks. Dreaming up and sharing ideas aren’t responsibilities reserved for certain teams or leaders; the challenge of building our own culture is on all of our shoulders. That sense of community and belonging keeps us excited to walk through the door every day, wherever that door may be, in any of our 13 countries.