Documentation Controller

HRExec; Leeds; On-site; GBP 26,000 - 38,000; Full time

Job summary

HRExec Recruitment Specialists are seeking a documentation professional for an entrepreneurial international supply chain logistics business. You will prepare and submit Shipping Instructions, review export documents, and liaise with customers and shipping lines to ensure accurate documentation and timely customs clearance.

The role requires practical experience with export documentation, Bills of Lading, and CargoWise, with exposure to HS codes and customs procedures.

Qualifications

• Approximately 2–3 years' experience within freight forwarding, preferably ocean freight exports.
• Practical experience handling export shipping documentation.
• Experience preparing and submitting Shipping Instructions and reviewing Bills of Lading.
• Previous exposure to preparing and submitting customs declarations; training provided.
• Understanding of export customs procedures and documentation requirements.

Responsibilities

• Prepare, review and submit Shipping Instructions to shipping lines.
• Manage export documentation requirements from start to finish.
• Review documentation for completeness and accuracy.
• Prepare and process documents including Bills of Lading, Packing lists, Certificates of Origin, Tracking notes.
• Review Bills of Lading against Shipping Instructions and customer requirements.
• Prepare and submit customs declarations on behalf of clients.
• Ensure information for customs clearance is available.
• Guide HS code classifications when needed and direct customers to sources.
• Liaise with customers by telephone and email regarding documentation and shipment queries.
• Liaise with shipping lines and internal teams to resolve queries and amendments.
• Monitor deadlines and cut-offs to ensure timely submission.
• Maintain accurate shipment and documentation data in CargoWise.
• Identify missing or inaccurate information and follow up to prevent delays.
• Maintain accurate shipment records and supporting documentation.
• Collaborate with the documentation team to service the client base.

Skills

Freight forwarding

Export documentation

Bills of Lading

Customs declarations

Shipping Instructions

Customer communication

CargoWise

Shipping line coordination

Tools

CargoWise

Job description

HRExec Recruitment Specialists are recruiting key talent for a highly entrepreneurial international supply chain logistics business

Responsibilities

• Prepare, review and submit Shipping Instructions to shipping lines.
• Manage export documentation requirements from start to finish.
• Review documentation received from customers and other parties for completeness and accuracy.
• Prepare, review and process documentation including:
  • Bills of Lading
  • Packing lists
  • Certificates of Origin
  • Tracking notes
• Review draft Bills of Lading against Shipping Instructions and customer requirements, identifying and resolving discrepancies.
• Prepare and submit customs declarations on behalf of clients.
• Ensure the correct information and supporting documentation is available for customs clearance.
• Where HS code assistance is required, guide customers towards the appropriate sources of information to enable them to determine and provide the required classification.
• Liaise directly with customers via telephone and email regarding documentation requirements, outstanding information and shipment queries.
• Liaise with shipping lines and relevant internal teams to resolve documentation queries and amendments.
• Monitor documentation deadlines and shipping line cut-offs to ensure timely submission.
• Maintain accurate and up-to-date shipment and documentation information within CargoWise.
• Identify missing or inaccurate information and proactively follow up to prevent shipment delays.
• Maintain accurate shipment records and supporting documentation.
• Work collaboratively with the wider documentation team to service the company's full client base.

Experience & Knowledge

• Approximately 2–3 years' experience within freight forwarding, preferably within ocean freight exports.
• Practical experience handling export shipping documentation.
• Experience preparing and submitting Shipping Instructions and reviewing Bills of Lading.
• Previous exposure to preparing and submitting customs declarations is strongly preferred; additional training will be provided.
• Understanding of export customs procedures and documentation requirements.
• CargoWise experience is essential.
• Good understanding of the ocean freight export process and shipping line requirements.
• Familiarity with HS/tariff codes and the information required for customs purposes.
• Experience communicating directly with customers and shipping lines.