Export Documentation Coordinator

Job Summary

The Documentation Customer Service Representative (CSR) is responsible for supporting the day‑to‑day operations and processes related to export documentation for scrap paper shipments. This role focuses on the accurate coordination and optimization of export orders while ensuring a high level of customer satisfaction. Key responsibilities include managing export documentation, coordinating order flow, and partnering closely with internal teams and overseas offices to ensure timely and compliant shipments.

The role requires frequent interaction with international stakeholders and a strong understanding of export processes.

Days/Week in Lombard Office;
Thursday and Friday. Additional onsite availability is required as needed to provide team coverage.

Documentation Preparation and Compliance

• Prepare and review export documentation, including commercial invoices, packing lists, bills of lading, shipping instructions, certificates of origin, AES/ITN filings, and other required documents.
• Ensure compliance with regulatory, carrier, customer, and banking requirements prior to submission.

Trade Finance and Banking Submissions

• Prepare and submit complete document packets to banks and customers for:
• Letters of Credit (L/C)
• Documentary collections (D/P, D/A)
• Direct collection and telegraphic transfer (TT)
• Ensure strict adherence to L/C terms to avoid discrepancies and payment delays.
• Coordinate internal reviews and approvals before bank or customer submission.

Timeline and Execution Ownership

• Own end-to-end documentation timelines, including carrier, port, and banking cutoffs.
• Proactively follow up to prevent delays, rolled cargo, penalties, or payment issues.

Quality Control and Issue Resolution

• Perform detailed pre-submission reviews to ensure accuracy and completeness.
• Resolve discrepancies with carriers, banks, brokers, and customers in a timely manner.
• Maintain complete, auditable documentation records.

Import Documentation Support (as applicable)

• Support import document review and coordinate with customs brokers.
• Assist in resolving documentation discrepancies or compliance issues.

Cross‑Functional Communication

• Serve as the documentation point of contact for sales, logistics, finance, customers, banks, and external partners.
• Communicate documentation status, risks, and exceptions clearly and professionally.

• Required Qualifications:

• Bachelor’s degree in logistics, supply chain, international trade, business, or related field, or equivalent relevant experience.
• Minimum 3 years of experience in export documentation, international logistics, freight forwarding, or trade operations.
• Working knowledge of export documentation requirements, AES/ITN filings, Incoterms, and international payment methods, including letters of credit and documentary collections.
• Demonstrated accuracy, organization, and ability to manage multiple deadlines in a high‑volume, detail‑sensitive environment.

Preferred Qualifications

• Experience preparing export document presentations under letters of credit and documentary collection arrangements.
• Exposure to import documentation, customs brokerage coordination, or ERP and trade compliance systems is preferred.

• Documentation accuracy
• Deadline and execution discipline
• Compliance awareness
• Ownership and accountability
  
  Professional communication
• Problem resolution

• ≥ 99.5% documentation accuracy rate (no post‑submission corrections required)
• ≤ 0.5% bank or customer discrepancy rate
• Zero critical compliance violations attributable to documentation errors

• ≥ 98% on‑time documentation submission against carrier, port, and banking cutoffs
• 100% AES/ITN filings completed before regulatory deadlines
• Zero shipments rolled due to documentation delays

• ≥ 98% clean L/C presentations on first submission
• Average days to payment release within contractual terms
• Zero payment delays caused by documentation errors

• 100% of documentation files complete and audit‑ready
• Discrepancies resolved within agreed service levels (for example,…