Documentation Specialist

Job Description

Norwell, MA (Boston South Shore) based frozen food exporter is adding to its existing documentation team

Documentation Specialist Overview:

The Documentation Specialist is responsible for preparing, reviewing, and processing all export and shipping documentation to support the smooth movement of protein (meat, poultry, seafood, etc.) shipments. This position requires strong attention to detail, accuracy in data entry, and the ability to work efficiently in a fast-paced trading environment.

Requirements:

• Strong attention to detail with the ability to proof documentation for spelling, data, and numerical accuracy.
• Ability to multi-task, prioritize workload, and adapt to dynamic market conditions.
• Excellent communication skills — both written and verbal — with the ability to interact effectively with on-site and remote staff, vendors, and suppliers.
• Ability to perform and verify weight conversions between pounds and kilograms.
• Moderate proficiency in Microsoft Excel (data entry, basic formulas, formatting).
• Strong problem-solving skills and the ability to work independently.
• Initiative to research and verify information from multiple reliable sources.
• Prior experience in logistics, export documentation, or international shipping is strongly preferred
  .

Primary Duties and Responsibilities:

• Process and assemble complete shipping document packets, ensuring accuracy of all data entered.
• Review and proof entered data against loading tickets, customer specifications, and country-specific requirements.
• Access and use steamship line websites to obtain draft ocean bills of lading (OBLs) for review.
• Review draft documents for accuracy and request or make necessary corrections.
• Submit completed document sets for approval and process amendments promptly as requested.
• Finalize and issue approved documents according to customer payment terms and shipment deadlines.
• Monitor and follow up on incoming payments for any documents placed on hold.
• Print and distribute original OBLs, seaway bills (SWBs), and telex releases in accordance with customer and payment requirements.
• Maintain organized document records and ensure timely communication with logistics, finance, and operations teams.

Preferred Qualifications:

• Experience in protein or commodity trading industries.
• Knowledge of international trade documentation and Incoterms.
• Familiarity with export regulations and compliance requirements.
• Working knowledge of ERP or trade management systems.

Key

Competencies:

• Accuracy and consistency in documentation.
• Time management and organizational skills.
• Proactive communication and follow-through.

Ability to manage competing priorities under tight deadlines

Job Type: Full-time

Pay:
From $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off

Work Location:

In person