Maritime Documentation Specialist

Houston, TX 77015

Post Date: 03/07/2018 Job ID: 33667 Industry: Legacy

Our maritime logistics client in East Houston is seeking a contract to hire Documentation Specialist! Qualified candidates will have 2+ years maritime documentation experience, intermediate Excel, and proven ability to work successfully in a fast-paced, high-volume, deadline-driven environment. 

Work Schedule
  • Monday – Friday, 800am – 500pm, possible OT/on-call as required
  • Possible future rotating half-day Saturdays possibly remote – every other week or every 2 weeks as business increases 


Documentation Specialist position performs activities related to entering bills of lading, preparation of non-negotiables, invoices, prepare /release original documents and finalize documentation for the agents at port of discharge. 

Essential Duties and Responsibilities include the following. Other duties may be assigned.
  • Responsible for creating bills of lading and comparing against booking note, dock receipts, final mates receipts and hazardous cargo information in I-Ships
  • Confer with sales, traffic, or other personnel to expedite and trace missing bill of lading instructions, clarify discrepancies and handle any other problems.
  • Prepare and send proof non-negotiables and invoices to customers.
  • Prepare and send final unrated bills of ladings with AES filing Citations to U.S. Customs.
  • Invoice and post bills of lading and prepare/release original documents per customer instructions based on credit terms or receipt of payment
  • Send credit applications to Shippers when requested.
  • Audit customer’ s accounts for outstanding invoices and send notices to ensure account is current and kept within terms of credit.
  • Ensure vessel/voyage files and documents are easily accessible, while maintaining security and internal documentation procedures.
  • Finalize and send to agents at port of discharge corresponding documentation including bills of lading and cargo manifest.
  • Confer with agents at port of discharge if corrections are acceptable after final bills of lading/manifest are submitted.
  • Upon request provide customers with receiving reports in order to assist in the expediting of export documents.
  • Examines work for exactness, neatness, and conformance to policies and procedures.
  • Notifies customers of arrival dates and provides any additional information needed by customer.
  • Audit accounting invoices of terminal related charges for freight.
  • Responsible for FMC rate fillings including contract, 30 day approved rates for import/export, contract amendments and bunker for USO & IMC.
  • Ensures Rate Filings are accessible for auditing purposes.
  • Perform other duties as assigned by management. 

% Time             Essential Tasks Performed 

40%                  Creating/auditing bills of lading

20%                  Preparing non-negotiables/invoices for customer approval.

20 %                 Auditing customers’ accounts and prepare release documents/instructions

10 %                 Finalizing documentation for Customs/Agents at Port of Discharge

5 %                  Auditing accounting invoices of terminal related charges

5 %                  FMC Rate filing



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