Documentation Writer

Newly created Hybrid Role : Entry Writer/Document Coordintor with growth opportunity! ABOUT OUR COMPANY:  We are more than just an international logistics company. We are independently owned, innovative and leaders in supply chain solutions and global trade compliance. We offer many opportunities for advancement and personal growth relative to trade compliance and business development. Our mission is to provide the highest level of customer service, competitive pricing and value-added services which differentiates us from our competitors. Document CoordinatorROLE SUMMARY:This role is to handle the initial process of opening the customs entry file in the operations system which will involve data entry input of information and external communications with vendors and internal communication with both Entry Processors and Customer Service.CORE RESPONSIBILITIESReceive electronic or hard copy documentation/manifest from Customer Service.Email documents printed the same day.Save receipt (how documents were received including time and date stamping)Put copy in ASC file folders along with documentationMake sure to put notes when documents were received and which documents.Track within system to see if file is already opened SAME DAY AS RECEIPT (or within 5 working hours)Open files in following priorityAir shipments (Grey folders to distinguish from general files)FDA Food shipments (for Prior Notice)ETA order regular shipmentsOpen file in operating system with no punctuation or spaces included in any reference field (minimum information including B/L number (Master and House), container number should be indicatedIf a Purchase order is indicated on the paperwork it must be entered in the reference field. If multiple PO numbers the PO number entered on the first screen must also be entered on the F16 screen for additional reference numbers.Make sure the scanning sheets (internal and commercial) are in the file.Pull through EDI if needed. If EDI is missing for a shipment where EDI is required then you must contact the data center to add the EDI record.Pull through AIC charges and information if neededCustomer Service will handle any reports to client of any missing commercial documents. LA files should be given over at least 7 days before ETA. If documents are received after the 10 or 7 days allowance the file must be given to Customer Service the same day documents are receivedContact consolidator (on house bill of lading shipments) if arrival notice is missing (keep copy of written correspondence in file). Place notes in remarks field of operations system.  Entry Writer: CORE RESPONSIBILITIES: ·         Review files (to ensure they are put in proper order) and have complete information and/or documentation·         Contact Customer Service if further documents/information required from the client·         File should have copy of correspondence and/or notes and remarks·         Classify documentation based on information available in the operations system. Some clients will require us to follow a Standard Operating Procedure specific to their information and business needs·         Assist Import Manager in classification where necessary coverage is needed·         Where information such as HTS or product code is not in the partex advise import manager to add by providing them a copy of page of the highlighted invoice (and customer codes provided) for future use.·         Input entry·         FDA (under PGA handling - including if may proceed)·         Where FDA requires exam, need to determine if it's an exam of documents or actual merchandise - client to be notified IMMEDIATELY·         Delivery order to be properly annotated regarding FDA whether released or to be held for release·         For shipments destined for further on carriage steamship line to be sent written communication to hold shipment for release·         Ensure released to steamship line once clearance completed·         Input Delivery Order information·         Pass file to Post Entry File Handler for copying and assembly of packets·         Monitor entries for release by Customs, PGA, Exams·         Monitor census errors·         Bill of lading updates, and all other errors are to be corrected by Entry processor at the time they are notified. QUALIFICATIONS:EXCEL /WORD /OUTLOOK /ACCESS/QUEST WEBExceptional interpersonal and analytical skills requiredEffective time management skills with problem solving and decision making abilityExcellent written and verbal communications skills, statistical analysis, time management, human relations, and organizational skills.ENTRY-LEVEL POSITION 

Created: 2025-04-19