Documentation Specialist

Job Description We are seeking a highly organized and detail-oriented Documentation Specialist to join our team in Philadelphia, PA. The ideal candidate will be responsible for managing, organizing, and maintaining critical documentation to ensure accuracy, accessibility, and compliance with company standards.

Responsibilities

Develop, organize, and maintain documentation systems. Ensure all documents are accurate, up-to-date, and accessible. Collaborate with cross-functional teams to gather and verify information. Review and edit technical documents for clarity and consistency. Implement and maintain document control processes and procedures.

Principal Job Accountabilities Filing AMS/ACE entries received with CBP for any and all vessels discharging foreign cargo, in transit cargo, or ship spares being landed in the USA as requested and required. Filing AES entries with CBP for any and all vessels exporting cargo from the USA as requested and required. Filing vessel’s ENOA and ENOD with the NVMC for any vessel entering/departing the USA as requested and required.

Completion of export documentation (Bills of lading, COO, cargo manifest, etc.) as requested and required. Assisting customers with the initial setup of acquiring a SCAC, ICB, or Importer Number, in order to arrange for AMS/ACE filings as well as coordinating with our software provider for setup of filing on their behalf.

Other duties as requested by supervisors. Notarize required documents for sending to customers.

Qualifications

Job requirements High School Diploma or equivalent Strong organizational and communication skills. Proficiency in documentation tools and software. Attention to detail and ability to manage multiple tasks simultaneously. Experience in technical writing or document management is a plus.

Requirements

Proven experience in documentation or a related field. Familiarity with industry standards and best practices for document control. Ability to work independently and as part of a team. Strong analytical and problem-solving skills. Some nights, weekends and holidays required.