Export Documentation Specialist

Job Title: Export Documentation Specialist

Job Summary: We are looking for a highly organized and detail-oriented Export Documentation Specialist to manage the preparation and coordination of export documents. This role will ensure compliance with international trade regulations, maintain accurate records, and collaborate with internal and external stakeholders to support the export process. The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to work effectively in a fast-paced environment.

Key Responsibilities:

Document Preparation:

• Prepare and review all export documents, including packing lists, bills of lading, USDA Export Health Certificates, and any other required documentation based on destination country regulations.
• Accurately input product details, quantities, weights, and shipping information into export documents.
• Ensure full compliance with USDA and destination country export regulations.

Coordination with External Customers:

• Work with warehouse staff to gather accurate product information for export documentation.
• Communicate with external customers to provide necessary export documents.
• Coordinate with suppliers to collect customer details and specific export requirements.

Compliance and Quality Control:

• Stay informed on international trade regulations, customs procedures, and export control laws applicable to cold storage goods.
• Monitor and track export shipments to ensure all required documents are signed before the vessel departure.
• Conduct thorough document checks to identify and resolve discrepancies, and report any issues to management.

Recordkeeping and Reporting:

• Maintain well-organized digital and physical files of all export documents and related correspondence.
• Generate regular reports on export activities, including shipment tracking and compliance status.

Required Skills and Qualifications:

• Strong attention to detail and accuracy in data entry.
• Willingness to learn and apply international trade regulations and customs procedures.
• Excellent organizational skills and ability to follow up on outstanding documents.
• Proficiency in Microsoft Office Suite and Adobe Pro.
• Strong communication and interpersonal skills for effective collaboration with internal teams and external customers.
• Previous experience in export documentation and knowledge of USDA and destination country regulations is a plus.

Education and Experience:

• High school diploma or equivalent required; a degree in business, logistics, or a related field is preferred.
• Previous experience in export documentation or logistics is preferred but not required.

If you are a proactive and organized individual with a passion for accuracy and compliance in the export process, we encourage you to apply.