Export Documentation Specialist

Anderson Hay & Grain Co, Inc; Ellensburg (WA); On-site; USD 37,000 - 48,000; Full time

Job summary

Anderson Hay & Grain Co, Inc. in Ellensburg, WA is seeking an Export Documentation Specialist to coordinate all export documentation, ensure accuracy and compliance, and support customers and sales teams by tracking documents in Oracle.

You will prepare export documents, communicate status to customers, and work with banks and USDA/authorities as needed in a fast-paced environment.

Qualifications

• High school diploma or GED required; attention to detail and ability to meet deadlines emphasized.
• Preferred: Bachelor's degree in a related field.
• Experience with shipping or documentation is a plus.
• Oracle experience is advantageous.

Responsibilities

• Prepare and submit export documentation and customs filings accurately and on time.
• Submit shipping instructions and coordinate shipment documents.
• Apply for phytosanitary certificates via PCIT for USDA signature.
• Ensure all documents are error-free and compliant.
• Track and communicate document status to sales teams and customers.
• Match invoices and process payments in Oracle.

Skills

Attention to detail

Deadline-driven

Customer service

Communication

Export documentation

Oracle

Education

High School Diploma or GED

Bachelor’s degree preferred

Tools

Oracle

Job description

Job Description Summary

Anderson Hay & Grain is seeking an Export Documentation Specialist for our Ellensburg, WA office. In this role, you will coordinate all aspects of export documentation, ensuring accuracy and compliance throughout the export process. Responsibilities include customs reporting, preparing original export documents, and utilizing Oracle to track and manage export activities. This position works closely with internal teams and external partners to provide exceptional customer service and clear communication. The hours for this position are generally from 8:00 a.m.- 5:00 p.m.; Monday-Friday. If you are detail-oriented, organized, and enjoy working in a fast-paced environment, we encourage you to review the details below and see if this opportunity is right for you!

Pay: $27 - $35 per hour depending on experience

Job Functions

• Report individual shipment information to U.S. customs by documentation cutoff
• Submit Shipping instructions
• Apply for phytosanitary certificates via PCIT for signature by USDA representative
• Complete error-free export documents in a timely manner
• Communicate the status of documents with the sales team and individual customers
• Prepare documents that comply with Letters of Credit, working with advising/issuing banks as necessary
• Match Ocean Freight invoices to payables and process payments weekly
• Manage the entire documentation process for an assigned group of customers
• Advise department Manager of any process problems and work to resolve
• When problems arise work with teammates, co-workers, vendors, and customers to resolve as quickly and efficiently as possible
• Other duties as assigned

Knowledge, Skills, Abilities, & Other Qualifications

Minimum Qualifications:

• High School Diploma or GED
• Significant experience in tasks requiring attention to detail and deadlines

Preferred Qualifications:

• Bachelor's degree in related field
• Previous agricultural industry experience
• Shipping/Documentation experience
• Oracle experience is a plus.

Key Accountabilities

• Prepare and submit export documentation, shipping instructions, and customs filings accurately and on time.
• Coordinate shipment documents and ensure all required paperwork is completed and distributed promptly following vessel departures.
• Process invoices in Oracle and meet accounting deadlines.
• Track shipments and provide timely updates to customers regarding documentation and shipment status.
• Maintain compliance with export regulations and company procedures.
• Develop proficiency in Oracle, export documentation processes, industry terminology, and internal systems while collaborating with multiple departments to support efficient operations.