Documentation Specialist

NORTON LILLY INTERNATIONAL • Mobile, AL

4d • Onsite

About The Position

The Documentation Specialist coordinates import and export shipping documentation for multiple accounts and vessel types while providing responsive customer service to customers, principals, and internal teams. The role supports accurate, timely, and compliant documentation, billing processes, and cargo movement. It involves close coordination with terminal coordinators and other stakeholders to proactively resolve issues and maintain clear communication throughout the shipping process.

The position is based in a professional, climate-controlled office environment. It involves prolonged sitting and computer work using standard office equipment, with occasional lifting of office supplies or documents weighing up to 25 pounds. Employees must follow company safety protocols and workplace policies and may attend maritime-industry safety briefings or training. The schedule is flexible and may require on-call availability during days, nights, weekends, and some holidays, including responding to emails, answering calls, or reporting to the office as needed.

Requirements

• High school diploma or equivalent (GED).
• At least 1 year of experience in customer service and/or data entry.
• 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; duties may include responding to emails, answering calls, and reporting to the office as needed.
• Ability to perform prolonged sitting and computer work and occasionally lift office supplies or documents weighing up to 25 pounds.
• Must follow company safety protocols, including ergonomic practices and general workplace safety procedures.

Nice To Haves

• Some college coursework.
• Transportation industry experience.
• 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, obtain customs clearance, and ensure cargo is ready for loading.
• Identify and resolve issues proactively, keeping principals and stakeholders informed.
• Review post-sailing load lists, enter and rate bills of lading, and verify contract terms, cargo dimensions, and special handling requirements for accurate billing and regulatory compliance.
• Create and issue bookings, bills of lading, manifests, and freight invoices.
• Process and confirm shipping instructions, facilitate updates, and inform customers and stakeholders of changes.
• Track on-dock cargo scheduled for loading, manage cargo inventory, and prepare and issue Load Orders and Mate’s Receipts.
• 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.
• Arrive vessels in Customs systems to initiate cargo processing and support regulatory compliance.
• Manage cargo release by verifying original bill of lading surrender, wharfage payment, and customs clearance.
• Monitor Customs systems for holds or errors and work with customers to resolve issues promptly.
• 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 and updates on sailing schedules and cargo status, and coordinate changes to bills of lading or cargo tagging.
• 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 and contribute to a safe, organized, and professional office environment.
• Perform additional duties as assigned.

What This Job Offers

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