Documentation Coordinator

Ray-Mont Logistics; Spokane Valley (WA); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Very competitive salary with annual  •

Full group insurance including EAP

401(k) matching program

Advancement opportunities

Job summary

Ray-Mont Logistics seeks a full-time Documentation Coordinator to join its logistics team. This role focuses on assembling and validating export documentation, including bills of lading, certificates of origin, and declarations, ensuring compliance with US regulations and customer deadlines.

The candidate will work closely with customers and internal teams to resolve documentation issues, track cargo, and maintain accurate records.

Qualifications

• Bachelor's degree in a related field preferred.
• Experience with international shipping documentation is a plus.
• Experience handling US export declarations and bills of lading is desirable.

Responsibilities

• Compile data from multiple sources into accurate ocean bills of lading within deadlines.
• Prepare US export declarations in compliance with regulations.
• Create certificates of origin and other required documents.
• Respond to customer inquiries on documentation status promptly.
• Communicate delays or corrections to customers proactively.
• Coordinate with invoicing department.
• Track export cargo from origin to destination.
• Maintain records of document release dates relative to shipping dates.

Skills

Attention to detail

Written communication

Verbal communication

Time management

Independent work

Team collaboration

Customer service

Problem solving

Fast learner

Education

Bachelor's degree in logistics or related field

Tools

SAP

Job description

About Ray-Mont Logistics

Ray-Mont Logistics is a dynamic organization focused on becoming the essential link in the international business logistics supply chain. We provide a wide range of operational logistics services, including loading, transportation, and storage of surplus products.

Ray-Mont Logistics is currently seeking a full-time, permanent Documentation Coordinator to join its vibrant team. Successful candidates will reflect Ray-Mont’s core values: Quality, Flexibility, and Innovation.

Your Work Schedule

• Monday to Friday

What We Offer

• Very competitive salary with annual raise
• A full group insurance coverage plan, including an employee assistance program, supported by the employer's contribution
• A 401(k)-matching program, supported by the employer's contribution.
• Advancement opportunities within the company.

Your Day-to-Day Responsibilities

• Combine and convert data from multiple sources (customer instructions, terminal operations data, and ocean carrier information) into accurate negotiable and non-negotiable ocean bills of lading, meeting all internal and external deadlines
• Prepare accurate U.S. export declarations in strict compliance with U.S. export regulations
• Create certificates of origin and other documentation as required by customers
• Respond to customer inquiries regarding documentation status in a time-sensitive manner
• Proactively communicate with customers regarding delays or required corrections
• Coordinate closely with the invoicing department
• Track and trace export cargo from origin to destination
• Maintain accurate records of document release dates relative to cargo shipping dates
• Ensure clear, accurate, and timely communication with customers
• Perform other duties as assigned

What We’re Looking For

• Ability to work independently and collaboratively with internal teams
• Strong problem-solving and critical-thinking skills
• Excellent attention to detail and document proofing abilities
• Strong written and verbal communication skills
• Demonstrated customer service orientation
• Ability to manage timelines and critical dates effectively
• Ability to promote and uphold the company’s values and reputation
• Understanding of cost containment and risk management principles
• Aptitude for global geographic place names
• Comfort with English/Metric unit of measure conversions
• Ability to quickly learn proprietary software and industry terminology
• Intermediate proficiency with Microsoft Office 365

Preferred Experience (Assets):

• Experience in international banking documentary credit departments
• Experience in freight forwarding, NVOCC, customs brokerage, or import/export shipping environments
• Experience working with SAP
• Experience handling letters of credit

What It’s Like to Work Here

This role is performed in a professional office environment within a fast-paced logistics operation. You will work closely with internal teams, customers, and external partners to ensure accurate and timely documentation supporting international shipments.

Ray-Mont Logistics is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

At Ray-Mont Logistics, we are committed to fostering a diverse and inclusive workplace.