Documentation Coordinator

BDP International; Rotterdam; Hybrid; EUR 28,000 - 44,000; Full time

Job summary

BDP International in Rotterdam is seeking a Documentation Agent to manage export documentation for shipments worldwide. You will ensure paperwork is accurate, complete, and delivered on time while maintaining close contact with colleagues and partners to keep shipments moving without delays.

You will prepare and check documents, review bills of lading, close files within four working days, and update procedures for each customer account.

Qualifications

• Basic understanding of logistics processes and export procedures.
• Strong written and spoken English and Dutch.
• Detail-focused and well-organised, able to meet deadlines.
• Good communication and hands-on team player.

Responsibilities

• Prepare, check and maintain export documents per requirements.
• Review bills of lading for accuracy before sending.
• Close shipment files within four working days.
• Issue invoices on time reflecting correct charges.
• Update work instructions for each customer account.
• Follow up on missing information to prevent delays
• Report non-conformances per KPI requirements.
• Coordinate with operations/service centers to resolve issues.
• Learn tasks of other team members to cover absences.
• Look for ways to streamline the documentation process.

Skills

Documentation management

English proficiency

Dutch proficiency

Attention to detail

Deadline oriented

Teamwork

Job description

Job Description

Job summary

As a Documentation Agent, you’ll be responsible for preparing and managing all documentation needed for export shipments worldwide. You’ll make sure paperwork is accurate, complete, and delivered on time, while keeping close contact with colleagues and partners to keep shipments moving without delays.

Tasks and responsibilities

• Prepare, check, and maintain export documents according to company and customer requirements
• Review bills of lading for accuracy before sending them to the right parties
• Close shipment files within four working days, following customer agreements, letters of credit, and order instructions
• Make sure invoices for closed shipments are issued on time and reflect the correct charges
• Keep work instructions and procedures up to date for each customer account
• Follow up when information is missing to prevent delays in billing or closing files
• Report non-conformances in line with KPI requirements
• Work with operations and regional/global service centers to resolve any issues
• Learn the tasks of other team members so you can step in during absences or busy periods
• Follow company policies and procedures, as well as any customer-specific requirements
• Look for ways to make the documentation process smoother and more efficient

Job Type

Permanent

Requirements

• Basic understanding of logistics processes and export procedures
• Familiar with transport-related documents; knowledge of letters of credit is a plus
• Good knowledge of English and Dutch (both written and spoken)
• Detail-focused, organised, and able to meet deadlines
• Good communication skills and a hands-on approach
• Works well in a team, but also able to manage tasks independently