Maritime Outbound Documentation Coordinator

HMM America Inc. • Farmers Branch, TX

5d

About The Position

HMM is seeking a Logistics Outbound Documentation Coordinator to manage the manifest of export cargo, ensuring accurate documentation and the timely release of documents post-sailing. This role involves handling change of destination requests, responding to customer inquiries via phone, email, and live chat, and maintaining daily correspondence with internal, external, and overseas stakeholders.

Requirements

• High School diploma or GED required; college degree in logistics preferred but not required.
• 1-3 years of experience in a logistics, shipping, freight forwarding, or documentation-focused role preferred
• Excellent verbal and written communication skills to interact effectively with shippers, freight forwarders, internal departments, and overseas offices.
• Strong customer service orientation for handling inquiries via phone, email, and live chat.
• Ability to correspond professionally and clearly with diverse stakeholders.
• Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook.
• Exceptional attention to detail and accuracy in data entry and document preparation.
• Ability to adapt to changing priorities and unexpected situations in the dynamic logistics industry.
• Experience with logistics software, freight management systems, or ERP systems (e.g., SAP, Oracle, internal company systems).
• Ability to learn and navigate company-specific online portals and e-Service platforms (like HMM's website).

Responsibilities

• Expediting Critical Documents: You'll be responsible for the timely release of final Bills of Lading (B/L) to shippers and freight forwarders once a vessel has sailed, ensuring our clients receive their essential paperwork promptly
• Managing Shipment Adjustments: You'll expertly handle complex "Change of Destination" (COD) requests, including scenarios involving cargo returning or being shipped back, ensuring accuracy and efficiency in these critical adjustments.
• Ensuring Customs Compliance: You'll be at the forefront of international trade compliance, accurately submitting pre-filing manifests for cargo departing from Canada (CAMS), Africa (AFR), and managing crucial US Customs Filings (EEM) and Panama manifest submissions.
• Facilitating Seamless Communication: You'll be a key communicator, bridging gaps between departments through clear and concise verbal and written exchanges, ensuring everyone is on the same page regarding cargo documentation.
• Optimizing In-Bond Shipments: You'll guide the proper use of HMM bonds and efficiently close out in-bond shipments after vessel sailing, contributing to streamlined customs processes.
• Providing Online Support: You'll be the go-to person for our web B/L customers, offering essential assistance and guidance on our e-Service website
• Processing Documentation Requests: You'll promptly provide B/L papers upon request, ensuring quick access to vital shipping information.
• Approving Digital Documentation: You'll oversee the approval process for Internet Original B/L registrations, facilitating the secure and efficient use of digital documentation.

Benefits

• Competitive compensation packages
• Health benefits
• Performance bonuses
• 401K
• Employee discount programs
• Generous vacation
• Floating holidays
• Highly subsidized individual and family insurance coverage (medical, dental and vision)
• Term life and disability insurance
• 401(k) employer matching contributions
• Paid holidays
• Up to 10 vacation days and six sick days in the first year

What This Job Offers

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