Documentation Assistant

You Belong Here…Wherever in the World you find yourself.

We celebrate our wins as one team of many great people!

With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 240 offices to help our partners connect to a smoother, smarter ocean.

We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective – we connect the world and see the bigger picture.

The Power of People – we rely on the strength of local agent knowledge and relationships.

Progress – we adopt new thinking and push for positive change in our industry.

We know what matters. We never stand still. We always reach for more.

#WeAreInchcape

Business Need / Purpose of Role:

The Documentation Assistant is the centralized supervision of documentation requirements for key customers. This includes Export as well as Import traffic functions.

Duties and Responsibilities:

Import cargo:

• Timely dispatch of Arrival Notices
• Liaise with principals and cargo receivers to assure all conditions met in order to release cargo
• Monitor group email and answer queries timely
• Coordinate releases with time sensitive cargo (direct discharge or free time allotment)
• Work closely with cargo receivers on matters pertaining to Customs clearance
• Comply with principal procedures, instructions and policies
• Collect and reconcile wharfage payments on behalf of principal when applicable
• Provide pertinent information to cargo receivers and principals in regard to vessel ETA/C/D and status of cargo releases
• Coordinate with terminals and stevedores for smooth release of cargo
• Ensure proper AMS is filed with customs.

Export Cargo:

• Work closely with freight forwarders to prepare Bills of Lading for export cargo
• Assure information (such as cargo stowage, charter party details and tonnage) is correct prior to presenting to principal for approval.
• Issue Original Bills of Lading once approval obtained.
• Prepare and issue Mate’s Receipt / Load List / Manifest.
• Complete Customs Documentation.

Qualifications

• 0-2 years’ experience in general maritime industry with exposure in documentation.

Essential:

• Must be able to rotate nights and weekends
• Ability to provide a high of level of customer service
• Proficiency in Microsoft Word and Excel.
• Bilingual English/Spanish

Desirable:

• Prior experience with shipping documentation desired but not required.

Why Inchcape Shipping Services?

We believe in building a diverse and high performing workforce, that works together to provide our partners with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career.

What you’ll get:

We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees.

Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs.

In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.

We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation.

• Generous time off and paid holidays
• Employee Assistance Program (EAP)
• Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones.
• Career growth and opportunities for promotions. We develop and hire from within!
• Plus, much more!

We have you covered for anything life could throw your way.

Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you’re proud of, and take advantage of all the future holds.

Follow us on LinkedIn, Facebook, Instagram, and X to meet our employees and see what makes us who we are.

Who you are is who we are.

Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages. As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email [email protected] describing the accommodation.