Documentation Specialist

Job Description**:
Documentation Specialist**

**Our company**

An international company headquartered in Philadelphia, BDP International is founded on a vision ‘Delivering the Best Global Logistics Solutions”. Today, you’ll find BDP People over-achieving wherever you are - between Beijing and Brussels, Singapore and Sao Paulo, Toronto and Tokyo, Milan, Manchester and in more than 115 cities across the globe.

To compete in the new normal economy, logistics managers must pick their service partners carefully, linking new-fashioned expectations with old-fashioned know how. That’s why some of the world’s most respected companies trust BDP International to execute their most demanding air, ocean and ground logistics and transportation operations.

For over four decades, we have deployed the best transportation and logistics information tools, as well as experienced people at the point of customer contact to help our customers grow. Our approach is simple: We get to know our customers by listening and learning about their needs. Then we deliver individual solutions that improve effectiveness and minimize spend:

- Reducing costs of existing processes
- Improving cycle times
- Entering fast-growing markets
- Analyzing, designing and managing logistics processes
- Planning for rapid economic growth
- Developing infrastructures that flexes with changing business demands

**Job summary**

Collecting, creating and controlling all necessary documents for worldwide export shipments.

**Essential job functions**
- Ensure that all documentation is completed neatly, professionally, accurately and error-free with all current information in proper order and within corporate standards for timelines.
- Close all files within four working days from action date ensuring compliance to all customer requirements, consignee letter of transmittal standard instructions, letter of credit requirements and/or order specific instructions.
- Complete final inspection for accuracy of all bills of lading received for closing.
- Ensure that documents are distributed to all necessary parties within four working days from action date.
- Ensure billings of all closed shipments are billed within four workdays from action.
- Prepare and double-check BDP invoices, ensuring that all charges are correct.
- Participate in cross training and learn the processes of other members of the facility so that you are able to cover their responsibilities in case of illness, vacation or during times of peak workload.
- Ensure you understand and adhere to all customer requirements and operating standards.
- Document, maintain and update work processes/procedures as they relate to each customer account.
- Notify team coordinator if needed information is not being provided in time.
- Regular communication with operations and RSC/GSC personnel on obstacles preventing timely bill and close.

**Additional responsibilities**
- Know and understand the operation and correct use of the following BDP systems:

- Ocean operating System
- Mail/Communication
- Phone systems
- BDP DMS
- SAP
- BDPSmart
- BDP U
- Shared server - for customer related manuals / instructions
- Know, understand, promote and uphold all corporate standards, procedures and policies as described in BDP manuals and handbooks.
- Continually seek to improve productivity from quarter to quarter by identifying, learning and with approval from team leader. Implement the most efficient method to complete each process, share processes with fellow team members. New processes shall conform to all corporate and customer standards and requirements.

**Quality**

Participate in and complete necessary quality training. Incorporate all principles learned into daily process routines.

**Training**

Identify personal training needs and make recommendations to the process operations team leader. Participate in on-the-job training for new hires, as requested or needed.

**Job Requirements**:**Profile**
- Good administrative skills
- Knowledge of transport related documents and terms
- Knowledge of letters of credit is an advantage
- Knowledge of Dutch and English, both verbal and written
- Commitment to produce flawless documents in a timely matter

BDP International
Italiëlei 2
2000 Antwerp, Belgium