Bilingual Documentation Specialist

NORTON LILLY INTERNATIONAL • Jacksonville, FL

4d • Onsite

About The Position

The Bilingual Documentation Specialist coordinates import and export shipping documentation for various accounts and vessel types while providing customer service to customers, principals, and internal teams. The role ensures documentation accuracy and regulatory compliance, supports billing, and helps facilitate smooth cargo movement. It works closely with terminal coordinators and other stakeholders to resolve issues and maintain clear communication throughout the shipping process.

The position is based in a professional, climate-controlled office environment and typically follows a Monday–Friday schedule from 8:30 a.m. to 5:00 p.m. A flexible/on-call schedule may also be required based on business needs, including days, nights, weekends, and some holidays. On-call duties may include responding to emails, answering calls, and reporting to the office as needed. The job description notes that additional duties may be assigned and that the role may evolve with industry practices and technology.

Requirements

• High school diploma or GED equivalent.
• At least 1 year of experience in customer service and/or data entry.
• Bilingual in Spanish and English.
• Strong verbal and written communication skills and exceptional attention to detail.
• Proficiency in Microsoft Office, especially Excel, including worksheet navigation, formatting, and data sorting and filtering.
• Excellent organizational and time-management skills, with the ability to multitask and prioritize effectively.
• Detail-oriented and results-driven, with teamwork, customer service, and problem-solving abilities.
• Availability for a flexible/on-call schedule based on business needs, including days, nights, weekends, and some holidays.

Nice To Haves

• Some college coursework.
• Transportation industry experience, which is highly preferred.
• Advanced Excel features such as pivot tables and charts.
• Familiarity with accounting software and related business tools.

Responsibilities

• Monitor vessel sailing schedules and coordinate with terminal coordinators to collect required documents on time.
• Identify and resolve issues proactively and keep principals and stakeholders informed.
• Review load lists, enter and rate bills of lading (BOLs), and verify contract terms, cargo dimensions, and special handling requirements for accurate billing and regulatory compliance.
• Create bills of lading (BOLs) and manifests.
• Process and confirm shipping instructions accurately, facilitate updates, and inform customers and stakeholders of changes.
• Deliver final bills of lading to customers after vessel departure.
• Distribute Arrival Notices and required import/export documentation to receivers, brokers, terminals, port authorities, stevedores, and port offices.
• Maintain accurate shipment data across internal and principal systems; reconcile records, document changes and amendments with justifications, and meet principal expectations.
• Communicate professionally and promptly with principals and internal teams by phone, email, and other channels; provide shipment proofs, sailing schedule and cargo status updates, and coordinate BOL or cargo-tagging changes.
• Prepare specialized customer reports as requested by Sales or Management and tailor them to customer requirements.
• Support compliance with U.S. Customs and other regulatory or law enforcement agencies through accurate documentation, timely submissions, and adherence to cargo safety and security requirements.
• Follow company HSEQ policies and procedures.
• Respond to emails, answer calls, and report to the office as needed when required by the flexible/on-call schedule.
• Follow workplace safety protocols, including ergonomic and general safety practices, and contribute to a safe, organized, and professional office environment.
• Attend safety briefings or maritime-industry training when required.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED