Documentation Coordinator

Job Summary
The Documentation Coordinator coordinates with customers and completes the shipment documentation process including the reconciliation and closing of the vessel and rating as well as any other documentation requirements to support the receiving, sailing, billing, and delivery of cargo.

Primary Objectives

• Timely, accurate, and complete processing of documentation, data entry, record updates, invoicing, and administrative assignments.
• Identification and resolution of documentation discrepancies using appropriate reporting tools and within required timeframes.
• Effective communication and collaboration with internal and external customers

Duties and Responsibilities

• Complete documentation paperwork including hazardous material certifications to support both inbound and outbound movements.
• Maintain customer profiles and requirements.
• Maintain accurate, timely, and thorough records in proprietary database.
• Complete vessel reconciliation, manifest, arrival notices, bills of lading, and freight bills/invoices.
• Accurately invoice customer shipments using multiple invoicing schedules.
• Perform routine data entry including entering new and updated shipment and customer information into operations systems.
• Scan and separate documents in Document Management System.
• Update schedule, logs, and tasks daily.
• Review and update "Incomplete Reports" by contacting carriers, agents, and vendors, and accessing customer websites.
• Manage exceptions and review database for errors to correct.
• May perform rate audits as required for Rate Discrepancies or for Terms of Payment, Party, Commodity, Cube, Weight, Piece Count or other changes.
• Troubleshoot and resolve exceptions and responds to escalation of service requests.
• Ensure customer satisfaction at all times.
• Provide input to team leader and group manager on departmental initiatives and process improvements projects.
• Other duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High school diploma or equivalent (HSED) required
• Associate degree in Accounting, Business or related field or related college coursework preferred

Work Experience

• 2+ years' experience with increasing responsibilities in a similar or related industry required

Required Knowledge, Skills and Abilities

• Ability to communicate clearly with excellent verbal, written, and listening skills.
• Ability to work as an individual contributor and as a valued participant in a team based environment.
• Demonstrated ability to maintain confidentiality, with tact and discretion.
• Positive, courteous, and customer service focused.
• Strong attention to detail with a high degree of accuracy with data entry.
• Demonstrated proficiency with Microsoft Office products at the following levels: ? Excel, Word, and Outlook: Basic level of skill

Competencies

• Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
• Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
• Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
• Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
• Walk/travel within office environment, crouch/bend to access floor-level storage - Often
• Use hands/fingers to operate office equipment, type/complete data input, write - Often
• Reach with hands, arms; lift, move and manipulate objects weighing up to 20 lbs - Regularly
• Sight sufficient to read instructions, documents, and screen-based information - Often
• Use hands/fingers to manipulate and file documents, folders, small objects - Regularly

Working Environment
This role requires work that may involve the following environmental conditions:

• Corporate office environment

Screening Requirements
Background Checks

Must be fully vaccinated against COVID-19, except as prohibited by law.
The information included in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive or exhaustive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The salary range listed is based on the geographic zone associated with this role: Irving, TX. If you are applying to work from a different location, the salary range may vary to align with the cost of labor and market conditions in that area. For applicants from other zones, we encourage you to reach out to us to confirm the relevant salary range for your specific location. Starting pay will be determined by job-related factors including experience, education, and business needs and may be modified at any time.

Zone 3: Starting rate $17.75; up to $22.00 for highly qualified candidates