Export Documentation Coordinator

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    "ExternalDescriptionStr": "<p><strong>Job Summary</strong><br><br><span style=\"font-size: 10pt; line-height: 115%;\">The Documentation Customer Service Representative (CSR) is responsible for supporting the day-to-day operations and processes related to export documentation for scrap paper shipments. This role focuses on the accurate coordination and optimization of export orders while ensuring a high level of customer satisfaction.</span></p><p><span style=\"font-size: 10pt; line-height: 115%;\">Key responsibilities include managing export documentation, coordinating order flow, and partnering closely with internal teams and overseas offices to ensure timely and compliant shipments. The role requires frequent interaction with international stakeholders and a strong understanding of export processes.</span></p><p><span style=\"font-size: 10pt; line-height: 115%;\">Responsible for preparing and submitting accurate, timely, compliant export documentation, including trade finance document packets for banks and customers. Owns documentation timelines, supports smooth shipment execution and timely cash collection through L/C, documentary collections, and TT payments, and provides limited import documentation support as needed.</span></p><p><span style=\"font-size: 10pt; line-height: 115%;\"><strong>Hybrid Schedule:</strong> Days/Week in Lombard Office; Thursday and Friday. Additional onsite availability is required as needed to provide team coverage.</span><br><br><strong>Essential Duties and Responsibilities</strong><br><span style=\"font-size: 12pt; line-height: 115%;\">Documentation Preparation and Compliance</span></p><p><span style=\"font-size: 10pt; line-height: 115%;\">• Prepare and review export documentation, including commercial invoices, packing lists, bills of lading, shipping instructions, certificates of origin, AES/ITN filings, and other required documents.</span></p><p><span style=\"font-size: 10pt; line-height: 115%;\">• Ensure compliance with regulatory, carrier, customer, and banking requirements prior to submission.</span></p><h2><span style=\"font-size: 12pt; line-height: 115%;\">Trade Finance and Banking Submissions</span></h2><p><span style=\"font-size: 10pt; line-height: 115%;\">• Prepare and submit complete document packets to banks and customers for:</span></p><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Letters of Credit (L/C)</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Documentary collections (D/P, D/A)</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Direct collection and telegraphic transfer (TT)</span></li></ul><p><span style=\"font-size: 10pt; line-height: 115%;\">• Ensure strict adherence to L/C terms to avoid discrepancies and payment delays.</span></p><p><span style=\"font-size: 10pt; line-height: 115%;\">• Coordinate internal reviews and approvals before bank or customer submission.</span></p><h2><span style=\"font-size: 12pt; line-height: 115%;\">Timeline and Execution Ownership</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Own end-to-end documentation timelines, including carrier, port, and banking cutoffs.</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Proactively follow up to prevent delays, rolled cargo, penalties, or payment issues.</span></li></ul><h2><span style=\"font-size: 12pt; line-height: 115%;\">Quality Control and Issue Resolution</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Perform detailed pre-submission reviews to ensure accuracy and completeness.</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Resolve discrepancies with carriers, banks, brokers, and customers in a timely manner.</span></li><li><span lang=\"FR-CA\" style=\"font-size: 10pt; line-height: 115%;\">Maintain complete, auditable documentation records.</span></li></ul><h2><span lang=\"FR-CA\" style=\"font-size: 12pt; line-height: 115%;\">Import Documentation Support (as applicable)</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Support import document review and coordinate with customs brokers.</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Assist in resolving documentation discrepancies or compliance issues.</span></li></ul><h2><span style=\"font-size: 12pt; line-height: 115%;\">Cross-Functional Communication</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Serve as the documentation point of contact for sales, logistics, finance, customers, banks, and external partners.</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Communicate documentation status, risks, and exceptions clearly and professionally.</span></li></ul><p><br>III. Qualifications&nbsp;<br><br>A. Required Qualifications&nbsp;<br><span style=\"font-size: 10pt; line-height: 115%;\">Bachelor’s degree in logistics, supply chain, international trade, business, or related field, or equivalent relevant experience.</span></p><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Minimum 3 years of experience in export documentation, international logistics, freight forwarding, or trade operations.</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Working knowledge of export documentation requirements, AES/ITN filings, Incoterms, and international payment methods, including letters of credit and documentary collections.</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Demonstrated accuracy, organization, and ability to manage multiple deadlines in a high-volume, detail-sensitive environment.</span></li></ul><p><br>B. Preferred Qualifications&nbsp;<br><span style=\"font-size: 10pt; line-height: 115%;\">Experience preparing export document presentations under letters of credit and documentary collection arrangements.</span></p><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Exposure to import documentation, customs brokerage coordination, or ERP and trade compliance systems is preferred.</span></li></ul><h1><span style=\"font-size: 12pt; line-height: 115%;\">Core Competencies</span></h1><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Documentation accuracy</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Deadline and execution discipline</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Compliance awareness</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Ownership and accountability</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Professional communication</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Problem resolution</span></li></ul><h1><span style=\"font-size: 12pt; line-height: 115%;\">Performance KPIs</span></h1><h1><span style=\"font-size: 12pt; line-height: 115%;\">Documentation Accuracy</span></h1><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">≥ 99.5% documentation accuracy rate (no post-submission corrections required)</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">≤ 0.5% bank or customer discrepancy rate</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Zero critical compliance violations attributable to documentation errors</span></li></ul><h2><span style=\"font-size: 12pt; line-height: 115%;\">Timeliness and Execution</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">≥ 98% on-time documentation submission against carrier, port, and banking cutoffs</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">100% AES/ITN filings completed before regulatory deadlines</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Zero shipments rolled due to documentation delays</span></li></ul><h2><span style=\"font-size: 12pt; line-height: 115%;\">Trade Finance and Payment Performance</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">≥ 98% clean L/C presentations on first submission</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Average days to payment release within contractual terms</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Zero payment delays caused by documentation errors</span></li></ul><h2><span style=\"font-size: 12pt; line-height: 115%;\">Quality and Process Control</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">100% of documentation files complete and audit-ready</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Discrepancies resolved within agreed service levels (for example, 24–48 hours)</span></li></ul><h2><span style=\"font-size: 12pt; line-height: 115%;\">Stakeholder Support</span></h2><ul style=\"list-style-type: disc;\"><li><span style=\"font-size: 10pt; line-height: 115%;\">Positive internal and external feedback on responsiveness and accuracy</span></li><li><span style=\"font-size: 10pt; line-height: 115%;\">Consistent communication of risks and exceptions before deadlines</span><br>Physical Qualifications<br>Listed below are key points regarding physical demands, physical and occupational risks, and the work environment of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.<br><br>☒ Office: This job primarily operates in a professional office environment and routinely requires the use of standard office equipment such as computers, phones, copy machines, etc.<br><br><br>Benefits&nbsp;<br>At WM, each eligible employee receives a competitive total compensation package that includes medical, dental, vision, life insurance, and short-term disability. In addition, we offer a stock purchase plan, company matching on a 401(k), and more. Employees also receive paid vacation, holidays, and personal days. Please note that benefits may vary by site.&nbsp;<br><br>&nbsp;</li></ul><p>If this sounds like the opportunity that you have been looking for, please click Apply.</p>",
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