Documentation Coordinator - San Juan, PR

St. Cloud, MN
Administrative and Accounting
Depends on Experience 

Working from the ATSI office in San Juan, Puerto Rico, the Documentation Coordinator is responsible for providing administrative and operational support to the International division by coordinating and preparing shipping documentation for import and export orders.  Ensures all required documents are prepared or obtained as required, and reviewed for completeness and accuracy prior to a shipment. Properly disseminates paperwork to the appropriate authorities to ensure minimal to no delays in shipments and then creates and sends the customer invoices as appropriate. 

   Education and Experience

  1. High School Diploma with two or more years of relevant experience.  A college degree and two or more years of transportation and/or warehouse experience is ideal.
  2. Experience generating bills of lading in a transportation or warehouse environment is preferred.
  3. Strong administrative, data entry and computer experience (Word, Excel and Outlook, etc.).  Prior experience with LME operating system preferred 
  4. Excellent communication skills (written, listening and verbal).
  5. Proven/demonstrated ability to work independently, handle multiple demands and continually changing priorities, effectively manage time, and exhibit results with a high level of accuracy and initiative to improve processes.
  6. Sound decision making while achieving results in a fast paced environment.
  7. Good organizational skills enhancing the ability to multi-task and to provide timely reliable work.
  8. Ability to analyze data or a situation and solve a problem in a timely manner.

Essential Duties and Responsibilities

  1. Coordinate and prepare all required import/export documents;
    1. Coordinates with custom brokers, supplies arrival notices
    2. Enters inbound bills of lading data, forwards instructions or bills of lading information to agents for imports.
    3. Facilitates circulation of documents for approval and manage distribution and communication of approved documents.
  2. Verify all required documents are received and reviewed for completeness and accuracy for all import/export loads and notify the customer of missing, incomplete or incorrect documents.
  3. Monitor vendor requests and prioritize to ensure all requests are completed in a timely manner.
  4. Create/generate correct bills of lading for each import/export order.
  5. Maintain controlled documents in strict compliance with import/export rules and regulations.
  6. Complete Automated Export System (AES) Filing utilizing the ACE data portal daily.
  7. Obtain arrival information from carriers or vendors and continually communicates shipment tracking status to customers.
  8. Assist the CSR to coordinate final deliveries.
  9. Prepare trucker/carrier orders for pre-carriage & on-carriage shipments.
  10. Assist CSR to coordinate and prepare entry summaries as needed for customs clearance and send releases to the carriers.
  11. Communicate standard operating procedure (SOP) instructions with overseas agents keeping them informed of any changes.
  12. Recognize opportunities for documentation improvement and participate in the development and implementation of improvement solutions.
  13. Assist CSR as required to provide backup support and to meet peak workload requirements
  14. In support of ATS’s culture, all employees are expected to consistently, effectively and reliably perform in accordance with the Company’s values as set forth in our core competencies and behaviors (All Employee Competencies).
  15. Performs other duties and responsibilities as assigned.

Supervisory Responsibility

No supervisory responsibilities at this time.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to talk and hear.  The employee frequently is required to sit for extended periods.  The employee is occasionally required to stand; walk; and use dexterity in handling and touching objects or controls.  May be required to lift up to 25 lbs.

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