Maritime Outbound Documentation Coordinator

HMM America Inc. • Farmers Branch, TX

8d

About The Position

At HMM, we’re not just a global leader in integrated logistics and shipping—we’re shaping the future of maritime transport. With a diverse fleet and extensive global network, we deliver customized, sustainable solutions that create value for our customers. Our vision to be #1 in customer trust, employee satisfaction, and green shipping sets us apart from competitors. We offer competitive compensation, career development opportunities, and a work culture that blends autonomy with strategic support. Join us in driving innovation, sustainability, and success across the shipping and logistics industry.

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

• HMM offers competitive compensation packages, health benefits, performance bonuses, 401K, and employee discount programs to support your well-being.
• Our generous vacation and floating holidays give you the flexibility to recharge and maintain a fulfilling life outside of work.
• HMM employee benefits include highly subsidized individual and family insurance coverage (medical, dental and vision), term life and disability insurance, 401(k) employer matching contributions, paid holidays, and up to 10 vacation days and six sick days in the first year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees