Documents Coordinator

United Grain Corporation; Vancouver (WA); On-site; USD 63,000 - 89,000; Full time

Job summary

United Grain Corporation, Vancouver, WA, is seeking a Documentation Coordinator to manage documentation and execution of grain-related export transactions. The role reports to the Director of Export Documentation and collaborates with the Lead Documentation Specialist to ensure accurate and timely processing.

You will ensure compliance with international trade, letters of credit, and U.S. export regulations, and contribute to a positive, collaborative corporate culture.

Qualifications

• High school diploma or GED required; four-year degree preferred.
• Experience in agriculture or transportation industries preferred.
• Knowledge of international trade, Letters of Credit, and U.S. export regulations.
• Proficiency with Word and Excel required; grain management software desired.
• Strong communication and coordination with multiple internal and external groups.

Responsibilities

• Execute documentation requirements within the legal guidelines.
• Prepare data reports for company analysis such as PNW exports, weekly vessel laytime calculations, ship analysis, and other analysis as needed.
• Maintain export program and back up in all phases of export desk processes.
• Assist in creating company resources related to contract terms, grain grading specifications, testing requirements and related costs.
• Assist and support the Director of Export Documentation in all essential duties and responsibilities including but not limited to: coordinating required documents under the grain contract and overseeing compliance of government regulations.

Skills

Communication skills

Time management

Analytical skills

Attention to detail

English proficiency

Education

High school diploma or GED

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Grain management software

Job description

Job DetailsJob Location: Corporate - Vancouver, WA 98660Position Type: Full TimeEducation Level: High SchoolSalary Range: $63,393.00 - $88,749.00 SalaryTravel Percentage: NoneJob Shift: AnyJob Category: Distribution - Shipping

The Documentation Coordinator reports to the Director of Export Documentation but receives direction from the Lead Documentation Specialist. This position is responsible for the documentation and execution of grain-related transactions to export customers. Ensures compliance withinternational trade, Letters of Credit, U.S. Export regulations and standard international protocols and requirements. Employees in this position will be required to maintain a positive, forthright attitude that promotes a collaborative, respectful, and diverse corporate culture, and conduct themselves in a professional and favorable manner.

Essential Duties and Responsibilities

• Properly executes documentation requirements within the legal guidelines.
• Prepares data reports for company analysis such as PNW exports, weekly vessel laytime calculations, ship analysis, and other analysis as needed.
• Maintains export program and back up in all phases of export desk processes.
• Assists in creating company resources related to contract terms, grain grading specifications, testing requirements and related costs.
• Assists and supports the Director of Export Documentation in all essential duties and responsibilities including but not limited to:
  • Coordinating required documents under the grain contract.
  • Overseeing compliance of government regulations and providing proper filing of reports within the government requirements.
  • Maintaining and monitoring A/P and A/R as it relates to vessel loading.
  • Invoicing and processing settlements of all export related charges including carrying charges, FOB settlements and tariff charges.
  • Creates documentation and works with banks for letter of credit negotiations.
  • Issuance of loading instructions.
  • Working in partnership with international carriers, government agencies and business partners to facilitate smooth executions of the shipments.
• Prepares data reports for company analysis such as PNW exports, weekly vessel laytime calculations, ship analysis, and other analysis as needed.
• Maintains export program and back up in all phases of export desk processes.
• Assists in creating company resources related to contract terms, grain grading specifications, testing requirements and related costs.

QualificationsRequired Education and Experience

• High school diploma or GED degree and/or equivalent training required. Four-year degree preferred.
• Experience in agriculture or transportation industries preferred.
• Knowledge in international trade, Letters of Credit, U.S. Export regulations and standard international protocols and requirements.
• Proficiency with Microsoft Word and Excel is required. Experience with grain management software systems highly desired.
• Good communication skills, both written and verbal, are necessary due to significant interactions and coordination with multiple internal and external groups.
• Must have the ability to take the initiative to problem-solve, add value and improve inefficiencies while managing time and meeting deadlines in stressful situations.
• Must be computer literate with proven ability in the use of spreadsheets, database, and word processing software applications within a Windows-based operating environment.
• Requires the ability to read, write, and comprehend written and oral operational and safety instructions and related rules, policies, and memo, and communicate clearly with coworkers and supervisors, and others outside the organization.
• Ability to express or exchange ideas in English by means of the spoken word to impart oral information to customers, public, and convey detailed spoken instructions to other workers accurately, loudly, or quickly.
• Must be able to make decisions, work independently and be detail oriented.
• Understands when to effectively elevate issues to the appropriate individuals.
• Must have strong organizational and analytical skills and the ability to multitask, while maintaining high attention to detail and accuracy.
• Ability to work in a fast-paced and stressful environment.
• Ability and desire for continued learning.