Export Documentation Coordinator

WM; Lombard (IL); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) matching

Paid vacation and holidays

Stock purchase plan

Job summary

WM is seeking a Documentation Customer Service Representative in Lombard, Illinois to support export operations for scrap paper shipments. This role involves managing documentation, coordinating with internal teams, and ensuring compliance with all regulations. A Bachelor’s degree in a related field and 3 years of experience are essential.

Ideal candidates will demonstrate a strong attention to detail, effective communication skills, and the ability to handle multiple deadlines in a fast-paced environment. Employees will receive a competitive compensation package, including medical benefits and a 401(k) plan.

Qualifications

• 3+ years of experience in export documentation or international logistics.
• Knowledge of AES/ITN filings, Incoterms, and payment methods.
• Ability to manage multiple deadlines in a detail-sensitive environment.

Responsibilities

• Prepare and review export documentation accurately.
• Communicate with international stakeholders to ensure compliance.
• Resolve discrepancies with carriers and banks swiftly.

Skills

Export documentation expertise

Organizational skills

Attention to detail

Effective communication

Education

Bachelor’s degree in logistics, supply chain, or related field

Job description

Job Summary

The Documentation Customer Service Representative (CSR) is responsible for supporting the day‑to‑day operations and processes related to export documentation for scrap paper shipments. This role focuses on the accurate coordination and optimization of export orders while ensuring a high level of customer satisfaction. Key responsibilities include managing export documentation, coordinating order flow, and partnering closely with internal teams and overseas offices to ensure timely and compliant shipments. The role requires frequent interaction with international stakeholders and a strong understanding of export processes.

Hybrid Schedule

Days/Week in Lombard Office; Thursday and Friday. Additional onsite availability is required as needed to provide team coverage.

Essential Duties and Responsibilities

Documentation Preparation and Compliance

• Prepare and review export documentation, including commercial invoices, packing lists, bills of lading, shipping instructions, certificates of origin, AES/ITN filings, and other required documents.
• Ensure compliance with regulatory, carrier, customer, and banking requirements prior to submission.

Trade Finance and Banking Submissions

• Prepare and submit complete document packets to banks and customers for:
• Letters of Credit (L/C)
• Documentary collections (D/P, D/A)
• Direct collection and telegraphic transfer (TT)
• Ensure strict adherence to L/C terms to avoid discrepancies and payment delays.
• Coordinate internal reviews and approvals before bank or customer submission.

Timeline and Execution Ownership

• Own end-to-end documentation timelines, including carrier, port, and banking cutoffs.
• Proactively follow up to prevent delays, rolled cargo, penalties, or payment issues.

Quality Control and Issue Resolution

• Perform detailed pre-submission reviews to ensure accuracy and completeness.
• Resolve discrepancies with carriers, banks, brokers, and customers in a timely manner.
• Maintain complete, auditable documentation records.

Import Documentation Support (as applicable)

• Support import document review and coordinate with customs brokers.
• Assist in resolving documentation discrepancies or compliance issues.

Cross‑Functional Communication

• Serve as the documentation point of contact for sales, logistics, finance, customers, banks, and external partners.
• Communicate documentation status, risks, and exceptions clearly and professionally.

Qualifications

• Required Qualifications:

• Bachelor’s degree in logistics, supply chain, international trade, business, or related field, or equivalent relevant experience.
• Minimum 3 years of experience in export documentation, international logistics, freight forwarding, or trade operations.
• Working knowledge of export documentation requirements, AES/ITN filings, Incoterms, and international payment methods, including letters of credit and documentary collections.
• Demonstrated accuracy, organization, and ability to manage multiple deadlines in a high‑volume, detail‑sensitive environment.

Preferred Qualifications

• Experience preparing export document presentations under letters of credit and documentary collection arrangements.
• Exposure to import documentation, customs brokerage coordination, or ERP and trade compliance systems is preferred.

Core Competencies

• Documentation accuracy
• Deadline and execution discipline
• Compliance awareness
• Ownership and accountabilityProfessional communication
• Problem resolution

Performance KPIs

Documentation Accuracy

• ≥ 99.5% documentation accuracy rate (no post‑submission corrections required)
• ≤ 0.5% bank or customer discrepancy rate
• Zero critical compliance violations attributable to documentation errors

Timeliness and Execution

• ≥ 98% on‑time documentation submission against carrier, port, and banking cutoffs
• 100% AES/ITN filings completed before regulatory deadlines
• Zero shipments rolled due to documentation delays

Trade Finance and Payment Performance

• ≥ 98% clean L/C presentations on first submission
• Average days to payment release within contractual terms
• Zero payment delays caused by documentation errors

Quality and Process Control

• 100% of documentation files complete and audit‑ready
• Discrepancies resolved within agreed service levels (for example, 24–48 hours)

Stakeholder Support

• Positive internal and external feedback on responsiveness and accuracy
• Consistent communication of risks and exceptions before deadlines

Physical Qualifications

The job primarily operates in a professional office environment and routinely requires the use of standard office equipment such as computers, phones, copy machines, etc. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Benefits

At WM, each eligible employee receives a competitive total compensation package that includes medical, dental, vision, life insurance, and short‑term disability. In addition, we offer a stock purchase plan, company matching on a 401(k), and more. Employees also receive paid vacation, holidays, and personal days. Please note that benefits may vary by site.