Documentation Specialist

Norton Lilly International • Mobile, AL

5d • Onsite

About The Position

The 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 compliant documentation, billing processes, and smooth cargo movement, working closely with terminal coordinators and stakeholders to 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. The role may include flexible, on-call availability based on business needs, including days, nights, weekends, and some holidays, and may require responding to emails, answering calls, or reporting to the office. Employees must follow company safety protocols and workplace policies, and may attend maritime-industry safety briefings or training.

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 work for prolonged periods sitting and using a computer.
• Ability to occasionally lift office supplies or documents weighing up to 25 pounds.
• Follow company safety protocols, ergonomic practices, workplace policies, 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 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 and issue bookings, bills of lading, manifests, and freight invoices; accurately 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 receipt of original bill of lading surrender, wharfage payment, and customs clearance; monitor Customs systems for holds or errors and work with customers to resolve issues.
• 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 sailing schedule and cargo-status updates, 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.
• Perform additional duties as assigned and adapt to changes in industry practices and technology.

What This Job Offers

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