International Docs Assistant I

Scoular; Omaha (NE); On-site; USD 45,000 - 65,000; Full time

Job summary

Scoular is seeking an International Documentation Assistant to compile and verify import/export documents to ensure timely shipments and full contract payment. You will interact with banks, customers, suppliers, and logistics teams globally, delivering clear instructions and maintaining document status across time zones.

The role requires attention to detail, independence, proactive problem solving, and strong MS Office skills.

Qualifications

• Detail-oriented and accurate in handling documentation and contracts.
• Ability to work independently and proactively to resolve issues.
• Strong time management and multi-tasking to meet due dates.
• Clear communication when instructing sellers & customers across borders.

Responsibilities

• Review contracts, shipping instructions, and Letters of Credit for accuracy.
• Collect and assemble required documentation (phytosanitary certificates, certificates, bills of lading).
• Ensure documents are complete and presented to customers/banks before due dates.
• Coordinate with merchants, logistics, trade finance, banks, suppliers, and customers globally.
• Respond to inquiries and provide shipment updates to stakeholders.
• Maintain transparency on progress and ensure timely document delivery.

Skills

Attention to detail

Independent work

Time management

Communication

MS Office

Organizational skills

Tools

MS Office

Job description

About The Role

The International Documentation Assistant is responsible for collecting and assembling all documents necessary so Scoular’s customers can successfully import cargo in a timely fashion allowing Scoular to get paid in full per contract terms. This role collects and compiles relevant documentation for export or import shipments in accordance with the underlying contract terms and governing regulation (domestic and international). This position interacts with domestic service providers, our global customer base and banking channels, and is instrumental in ensuring successful cargo clearance and payment collection. As this position works with global customer base located in different time zones, this role needs to communicate clear documentation instructions to suppliers and customers in a timely manner.

• Review and verify sales contracts, shipping instructions and Letters of Credit. Clarify and adjust when required.
• Apply , review and collect various 3rd party documentation - such as Phytosanitary Certificate, Quality Certificates, Ocean Bills of Lading.
• Ensure acquired documentation is complete and accurate, presented to customers and/or banks prior specified due dates.
• Responsible for collecting, producing, and assembling on all assigned contracts the shipping documents necessary for presentation for payment.
• Communicate and follow up with all parties involved to make sure all required docs are received correctly and in a timely manner.
• In order to make shipments successful, the International Documentation Specialist must work closely with the Scoular merchants, logistics department, trade finance, banks, suppliers, customers, and ocean freight providers from around the globe.
• Respond to customer inquiries and communicate with customers and internal stakeholders to provide updates regarding assigned shipments
• Maintain transparency of progress of the process above for manager or any party of the transaction. Make sure all the documents are acquired prior to due dates specified by management.

About You

• Ability to perform in fast-paced environment with attention to detail
• Ability to work independently and proactively to identify, research, and solve problems
• Ability to organize and prioritize detailed multiple tasks
• Ability to communicate concisely instructions to sellers & customers in foreign countries
• Ability to think quickly and creatively in order to resolve customer & seller documentation issues
• Strong knowledge of MS Office, Word, Excel
• High organizational capabilities along with ability to multi-task, prioritize workflow and complete tasks with a high level of accuracy, responsibility, and efficiency
• Ability to effectively manage time and be self-motivated

Our Company

Scoular has been leading the way in safe, reliable, and innovative supply chain solutions for over 130 years. Our business is feed and food, transportation and logistics, and our people are our passion. In everything we do, we put relationships first and always leave room for what's possible.We are a $7 billion company filled with problem solvers and compassionate leaders committed to revolutionizing the future of agriculture. With 1400 employees and over 100 offices and facilities across North America and Asia, you can count on Scoular people.

We are committed to building a culture of real inclusion for all employees. We support customers and communities around the globe and believe our workforce should reflect that diversity. Scoular Employee Resource Groups (ERGs) connect, support, and empower our people. Learn more about diversity and inclusion commitments here.