Export Documentation Specialist

Matus International; Long Beach (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Matus International in Long Beach, CA is seeking an Export Documentation Specialist to ensure accurate, timely preparation and submission of all vehicle export documents. You will validate information with U.S.

Customs, coordinate with logistics, manage AES filings and Bills of Lading, and ensure compliance and deadlines to support operations and customer satisfaction. You will review titles, invoices, POAs, and ITNs, coordinate with carriers, and maintain documentation quality to minimize

Qualifications

• Experience with export documentation and compliance.
• Familiarity with export systems including Magaya and Cargo Wise.

Responsibilities

• Review and validate export documentation (titles, invoices, POA) for completeness and accuracy.
• Verify export bookings: destination country, container size, shipping method.
• Submit vehicle information to Customs for ITNs.
• Ensure documents are scanned and sent to shipping lines promptly.
• Coordinate Customs approvals and send detailed shipping instructions to carriers.
• Receive and verify Bills of Lading against instructions and close files.
• Handle AES filings, cover letters, and Bills of Lading.
• Ensure timely submission of vehicle titles and house Bills of Lading to destination agents.
• Conduct weekly follow-ups to confirm shipping lines have accepted paperwork.
• Maintain compliance with export standards, procedures, and regulations.
• Monitor deadlines for Customs and shipping line submissions.
• Provide accurate communication with internal teams and external carriers.
• Maintain high-quality documentation and reporting to minimize errors and costs.

Skills

Attention to detail

Export systems (Magaya, Cargo Wise)

U.S. Customs knowledge

Organizational skills

Communication

Problem-solving

Time management

Collaboration

Customer-focused

Tools

Magaya

Cargo Wise

Job description

POSITION SUMMARY

The Export Documentation Specialist is responsible for ensuring accurate and timely preparation, review, and submission of all documentation required for vehicle exports. This role involves validating information with U.S. Customs, coordinating with logistics and carriers, and maintaining compliance with export standards and regulations. The Specialist ensures all documentation processes meet deadlines, support operational efficiency, and uphold customer satisfaction.

ABOUT MATUS INTERNATIONAL

We are Matus Internationa l, offering top-tier shipping services with a mission to inspire the growth of our clients' businesses by building strong, long-term relationships through our personalized and efficient services. We are committed to seeing each team member achieve their personal, professional, and financial goals through the work we do together. Our core values are the backbone of our business and guide our hiring process: alongside Commitment, we are Disciplined, act with Integrity, take Responsibility, stay Aligned, and are Results-Oriented.

OBJECTIVES

• Review and validate export documentation, including titles, invoices, and Power of Attorney (POA), to ensure completeness and accuracy.
• Verify export bookings to confirm destination country, container size, and shipping method.
• Submit vehicle information to the Customs system to obtain ITNs for each export.
• Ensure all required documents are scanned and sent promptly to shipping lines.
• Coordinate Customs approvals and send detailed shipping instructions to carriers, adhering to regulations.
• Receive and verify Bills of Lading against shipping instructions and close files.
• Handle the entire shipping documentation process, including AES filings, cover letters, and Bills of Lading.
• Ensure timely submission of vehicle titles and house Bills of Lading to destination agents after documentation is completed.
• Conduct weekly follow-ups to confirm shipping lines have accepted all submitted paperwork.
• Maintain compliance with export standards, procedures, and regulations.
• Monitor and meet critical deadlines for Customs and shipping line submissions.
• Provide accurate and efficient communication with internal teams and external carriers.
• Maintain high-quality results in documentation and reporting to minimize errors and associated costs.
• Performs other duties as assigned.

COMPETENCIES

• Attention to detail to ensure the accuracy of export documentation.
• Proficiency in export systems such as Magaya and Cargo Wise.
• Knowledge of U.S. Customs requirements and export regulations.
• Strong organizational skills to manage multiple tasks and deadlines.
• High concentration and focus to maintain quality and compliance.
• Effective communication skills for coordinating with logistics teams and external carriers.
• Problem-solving skills to address documentation discrepancies or delays.
• Ability to prioritize tasks under tight deadlines.
• Familiarity with export booking processes and shipping methods.
• Customer-oriented mindset to uphold trust and satisfaction.
• Proficiency in managing end-to-end documentation processes.
• Commitment to continuous improvement in efficiency and accuracy.
• Certification in hazardous cargo export (preferred or required).
• Collaboration skills to work with various stakeholders effectively.
• Time management skills to meet 72-hour review and submission deadlines.

EDUCATION AND EXPERIENCE

• Experience with export documentation and compliance.
• Familiarity with export systems, including Magaya and Cargo Wise.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.