We are Hiring: Documentation Specialist
Location: Miami, FL
Industry: Global Logistics & Freight Forwarding
About the Company
Join a dynamic and globally recognized logistics company committed to excellence in freight forwarding, supply chain solutions, and international trade. Our client operate across multiple continents and serve a diverse client base with a passion for precision, compliance, and outstanding service.
We are currently seeking a Documentation Specialist with freight export experience and strong administrative skills to become a vital part of our operations team.
Position Overview
As a Documentation Specialist, you will be responsible for preparing, reviewing, and managing international shipping and export documentation. This includes Bill of Ladings (BOL), commercial invoices, packing lists, certificates of origin, and other trade documents. The ideal candidate will have experience in logistics or freight forwarding, a high attention to detail, strong computer proficiency, and be fluent in both English and Spanish.
Key Responsibilities
Prepare, verify, and distribute accurate export documentation including:
- Bills of Lading (BOL)
- Commercial Invoices
- Packing Lists
- Certificates of Origin
- Other international compliance and customs forms
- Ensure documentation aligns with all regulations (e.g., export compliance, country-specific requirements).
- Communicate with internal departments, freight carriers, freight forwarders, and clients to ensure timely and accurate shipment handling.
- Monitor shipments and resolve documentation-related issues or discrepancies quickly.
- Maintain digital and physical filing systems for all export documentation in accordance with internal standards.
- Perform high-volume data entry with speed and accuracy into internal systems.
- Coordinate with the operations and logistics team to track documentation deadlines and regulatory changes.
- Translate documents or communicate with Spanish-speaking clients and partners when necessary.
Qualifications
- 1–3 years of experience in logistics, freight forwarding, export documentation, or related fields.
- Strong knowledge of export processes, international shipping documents, and incoterms.
- Excellent data entry, organizational, and administrative skills.
- Tech-savvy with proficiency in Microsoft Office (Excel, Word, Outlook) and experience using logistics or freight software (e.g., CargoWise, SAP, Magaya or similar platforms).
- Bilingual – Fluent in English and Spanish (written and verbal communication).
- Experience in high-volume shipping operations or working with a global logistics provider.
- Detail-oriented and able to work efficiently under pressure to meet tight deadlines.
- Strong interpersonal and written communication skills.
- Ability to handle sensitive and confidential information with professionalism.
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