Document Specialist Jobs

About The Position

Requirements

• Proficiency with MS Office (Word, Excel, Outlook)
• Strong interpersonal skills and proactive organizational skills
• Technical/Vocational Degree
• 2-3 Years of Experience

Nice To Haves

• Previous regulatory compliance documentation familiarity or administrative (legal or non-legal) experience would be helpful but not required

Responsibilities

• Applying/renewing for Certificates of Documentation for all barges and boats in the Ingram fleet
• Working with STE Team on COI Renewals both for Tank Barges and Tow Boats
• Coordinating renewal of FCC licenses for boats and fleets
• Communicating name changes of boats and barges to the appropriate parties (USCG, banks, vendors, etc.), and file for new documentation (COD/COFR/FCC License)
• Preparing and filing registration for barges with the USCG for travel on the Great Lakes
• Updating Vessel Documentation System (VDOC) with all boat and barge information
• Applying/renewing for COFR for all tank barges, fuel flats and boats (over 300GT)
• Preparing and filing annual COFR submission
• Preparing and filing annual USACE submission
• Attending/conducting internal vessel audits (must be certified auditor) / facility visits
• Maintaining and updating VGP system
• Preparing and filing annual VGP submission
• Balancing corporate credit card statement
• Assisting with business documentation management and gathering in response to garnishments and subpoenas
• Assisting in other Documentation, Compliance, or Legal Tasks as assigned by supervisor
• Supporting department activities with regular and prompt attendance
• Creating claims invoice labels and sending them to AP team for processing
• Receiving and sending bi-weekly maintenance report to claims adjusters for review, once approved submitting to payroll for payment