Documentation Coordinator

The Documentation Coordinator is responsible for the production and processing of documents. Ensuring that besides actually producing the work it must be accurate and timely.

A leading shipping company located in Port-of-Spain is looking to recruit a Documentation Coordinator.

The Documentation Coordinator is responsible for the production and processing of documents. Ensuring that besides actually producing the work it must be accurate and timely. This position requires constant open communication with the different departments internally, regionally and on an international level for work to be properly coordinated. One must be mindful of all the activities surrounding the compilation of documents, communicate effectively with customers, management, and employees. Growth is synchronized through various situations and being able to adapt is quite essential to achieve meticulous work from colleagues and oneself. 

Preferred Competencies

• Must be a team player and be able to communicate effectively at all levels (both written and verbal).
• Have a Positive Attitude, with a Strong Work Ethic
• Must be high energy, self-motivated and organized.
• Must be pleasant and well mannered.
• Must be assertive and be able to professionally deal with difficult situations. 

Job Scope:

1. Active processing of Documentation.
2. Responsible for the receiving and reading of Import DTX and EMC files, utilizing this data to apply to the respective import vessel.
3. To ensure that the Import documentation for each vessel is completed accurately before the deadline.
4. Downloading of manifest correctors, telex releases and elsewhere payments prior to commencing the issuance of deliveries for the vessel.
5. To ensure that any alterations before the completion of the manifest requested by the shipper / consignee are amended.
6. To assist with any matters in relation to Customer Service and Documentation.
7. To assist with any other duties as assigned by Management.
8. To generate the following documents:-

•  Import Freight Manifest
•  Import Cargo Manifest
•  Freight Recaps (Import)/SAP transmittance
•  Bills of Ladings (Import)
•  Arrival Notifications to the consignees
•  Delivery Orders and Cargo Releasing
•  Import Discharge DTX
•  Amendments with Customs
•  Preliminary follow up on un-collected shipments to avoid UAC status. 

Knowledge and Skill Requirements

1. Basic reading, writing and arithmetic skills required. This is normally acquired through a high school diploma, with a minimum of five (5) GCE "O" Levels or equivalent.
2. Sound knowledge of "Microsoft" operating software, including "Word", "Excel" and "Outlook".
3. Good interpersonal skills, the ability to persuade others to achieve desired tasks.  Strong planning and organizational skills. These are normally acquired through a combination of the completion of a recognized Marine/Vessel Operations training programme or two to three years’ experience in Marine/Vessel operations.
4. Though not a requirement, previous experience in the shipping/transportation industry is considered to be an asset.
5. Visibility requires maintaining a professional appearance and provide a positive company image to the public.
6. Work requires a willingness to work a flexible schedule which may include outside of normal office hours. 

WORKING CONDITIONS

Working conditions are normal for an office environment.  There is significant time spent outside of the office at the vessel ports, in an outdoor environment.  This includes working outside of normal working hours.

APPLICATION DEADLINE: JANUARY 01ST 2026