Bilingual Documentation Specialist

Norton Lilly International • Jacksonville, FL

5d • Onsite

About The Position

The Bilingual Documentation Specialist coordinates import and export shipping documentation for various accounts and vessel types while providing responsive customer service to customers, principals, and internal teams. The role supports accurate, timely, and regulation-compliant documentation, billing processes, and smooth cargo movement. The specialist works closely with terminal coordinators and other stakeholders to resolve issues proactively and maintain clear communication throughout the shipping process.

The position is based in a professional, climate-controlled office environment and involves prolonged sitting and computer work. Standard office equipment is used. Occasional lifting of office supplies or documents weighing up to 25 pounds may be required. The role has minimal physical risk, but requires following company safety and ergonomic protocols. Attendance at maritime-industry safety briefings or training may be required. The standard schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m.; availability for a flexible, on-call schedule based on business needs is also required, including days, nights, weekends, and some holidays.

Requirements

• High school diploma or equivalent (GED).
• 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 collaboration, customer-service, and problem-solving abilities.
• Availability for a flexible, on-call schedule based on business needs, including days, nights, weekends, and some holidays; duties may include responding to emails, answering calls, and reporting to the office as needed.
• Ability to follow company safety protocols, including ergonomic practices and general workplace safety procedures.

Nice To Haves

• Some college coursework.
• Transportation industry experience.
• Knowledge of 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.
• Process post-sailing documentation by reviewing load lists, entering and rating bills of lading, and verifying contract terms, cargo dimensions, and special handling requirements for accurate billing and regulatory compliance.
• Create bills of lading 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 consistent 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 and updates on sailing schedules and cargo status, and coordinate bill-of-lading or cargo-tagging changes.
• Prepare specialized customer reports 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.
• Abide by company HSEQ policies and procedures.
• Perform additional duties as assigned as the role evolves with industry practices and technological advancements.

What This Job Offers

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