Documentation Specialist

Apscareerportal; Houston (TX); Hybrid; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Dental insurance

Job summary

Apscareerportal is seeking a Documentation Specialist in Houston, TX to support local offices and customers with core shipping documentation duties. You will file ACE import/export entries, prepare Bills of Lading, Certificates of Origin, and USCG notices, while ensuring deadlines are met and accuracy is maintained in all filings.

Flexible work-from-home options are available. The role requires strong organizational skills, attention to detail, and the ability to communicate clearly in writing

Qualifications

• Must have or be willing to obtain documentation for Bills of Lading, ACE filings, Certificates of Origin, and USCG notices.
• Preferred familiarity with import/export paperwork and related regulatory requirements.
• Experience with ships, tugs, and associated paperwork is advantageous but not mandatory.

Responsibilities

• Filing ACE import entries for vessels arriving with foreign cargo.
• Filing ACE export entries for vessels loading cargo to foreign destinations.
• Complete export documentation (Bills of Lading, Certificates of Origin, Cargo Manifest, Mates Receipts).
• Filing USCG Electronic Notice of Arrivals and Departures for vessels entering the US.
• Prepare Letters of Invitation for crew members joining vessels in the US.
• Assist customers with obtaining required documentation (SCAC, International Carrier Bond) for visiting the US.
• Ensure all filings are completed and accepted within deadlines.
• Other duties as assigned.

Skills

Organizational skills

Written and verbal communication

Problem solving

Planning and time management

Attention to detail

On-call communications after hours

Software and systems proficiency

Education

High school diploma or GED

Experience with ships and related paperwork

Knowledge of import/export requirements

Job description

Benefits

• Health insurance


• Paid time off


• Vision insurance


• 401(k)


• 401(k) matching


• Dental insurance

Role Objectives

The Documentation Specialist is responsible for assisting local offices and customers with documentation needs such as Bills of Lading, ACE Import and Export filings, Certificates of Origin, and USCG Electronic Notice of Arrivals and Departures.

Key Responsibilities

• Filing ACE (Automated Commercial Environment) import entries for vessels arriving with foreign cargo onboard as well as for ship spares being landed within the US


• Filing ACE (Automated Commercial Environment) export entries for vessels loading cargo in the US destined for foreign countries


• Completion of export documentation (Bills of Lading, Certificate of Origins, Cargo Manifest, Mates Receipts) for cargo loaded in the US destined for foreign countries


• Filing USCG Electronic Notice of Arrivals and Departures for applicable vessels entering the US


• Completion of Letter of Invitation for crew members joining vessels in the US


• Assisting customers with obtaining the required documentation (SCAC, International Carrier Bond, etc.) for visiting the US


• Ensure all filings are completed and accepted within the required deadlines


• Other duties as assigned

Knowledge/Skills/Abilities

• Organizational skills


• Able to communicate effectively both orally and in writing


• Problem solving


• Planning and time management


• Detail oriented


• Required to monitor communications after hours, weekends, and holidays if on call


• Competence in the use of industry-related software and systems

Education/Experience

• Minimum high school diploma or GED equivalent


• Prior experience with ships, tugs, etc. and accompanying paperwork requirements preferred but not mandatory


• Prior knowledge of import/export requirements preferred but not mandatory

Physical Requirements

• Requires repetitive motion, hearing, talking, grasping, fingering, and sitting


• Must exert up to 20 pounds of force occasionally, 10 pounds frequently, and a negligible amount of force constantly to move objects


• Close visual acuity is required to perform activities such as analyzing figures, viewing a computer terminal, extensive reading and visual inspection


• Worker is not subject to adverse environmental conditions as work is performed in an office

Flexible work from home options available.