Export Documentation Specialist

Description

ofi is a global leader in food & beverage ingredients and solutions. Through our core ingredient platforms that we’re known for globally – cocoa, coffee, dairy, nuts, and spices – we partner with food and beverage manufacturers, retailers, and foodservice operators worldwide to help meet evolving consumer needs.  

With deep roots in origin countries and close relationships with farmers, we help deliver quality, traceability, transparency, and resilient supply chains. By combining sourcing expertise, market knowledge, innovation, and technical capabilities, we create value for customers while driving positive impact for people and the planet. 

Together, ofi employees advance our Purpose: to be the change for good food and a healthy future. 

Position Summary:

ofi values in-person collaboration with colleagues – employees are expected to work their specific work schedule on site at their ofi location.

Reporting to the Customer Operations Manager, the Export Specialist is responsible for the accuracy and timely release of the documents behind our international spice shipments. The role covers U.S. exports, cross-border shipments, imports into the U.S., and cross-trade shipments. The role prepares routine documents, reviews documents prepared by forwarders, customs brokers, carriers, and banks, and decides whether each document set is ready to release. It resolves discrepancies, reviews freight charges for accuracy, and owns the documentation procedures the team works for. The ideal candidate has three to five years of hands-on import/export documentation experience, including Letters of Credit (LC). They know the process well enough to recognize when terms or documents look wrong, before the problem causes a delay, a penalty, or a missed payment. 

What You’ll Do - Position Responsibilities:  

• Decide whether each document set and shipment is ready to release, and hold shipments whose documents do not meet contract, LC, or regulatory requirements.
• Prepare routine export and import documents, including commercial invoices, packing lists, Shipper's Letters of Instruction (SLI), certificates of origin, SLA, COA, FDA Certificates and LC presentation sets.
• Review documents prepared by forwarders, customs brokers, carriers, banks, and internal teams, such as bills of lading, export filings, and customs entries, for accuracy and consistency across the full set.
• Review incoming LCs and shipment terms against the order and contract. Recognize terms that are unworkable or pose risk and raise them with the Customer Operations Manager.
• Resolve documents and LC discrepancies with banks, forwarders, carriers, and customers. Choose the corrective path within set limits and escalate cases that put payment at risk.
• Present LC document sets on time and track presentation and expiry dates.
• Coordinate with carriers, forwarders, and customs brokers on bookings, cut-offs, tracking, and exceptions.
• Review freight and brokerage invoices against contracted rates and shipment records. Callout discrepancies, work to correct incorrect charges and route items for escalation as needed.
• Own the documentation procedures, checklists, and templates. Decide updates when requirements, customers, or trade lanes change.
• Track KPIs such as document accuracy, turnaround time, discrepancy fees, and invoice variances. Analyze root causes and recommend improvements to the Customer Operations Manager.
• Maintain organized, audit-ready records of trade documentation.
• Stay current on export and import documentation requirements and on changes that affect the company's shipments.

Experience You’ll Bring – Role Requirements:

• High school diploma or equivalent is required. An associate or bachelor's degree is preferred.
• 3 to 5 years of hands-on experience preparing and reviewing export and import documents with a shipper, freight forwarder, customs broker, or bank.
• Hands-on LC experience, including reviewing LC terms and preparing presentation sets.
• Strong knowledge of international trade documents, including SLIs, commercial invoices, packing lists, bills of lading, and certificates of origin.
• Working knowledge of Incoterms 2020 and of export and import procedures.
• Sound judgment, shown by a record of deciding when documents are ready, when to hold a shipment, and when to escalate.
• ERP system experience is required; SAP is preferred.
• Proficiency in Microsoft Excel, Outlook, and Word, including building and maintaining trackers and simple reports.
• Practical accounting skills for checking invoices against contracted rates.
• Excellent attention to detail and organizational skills.
• Strong verbal and written communication skills.
• Ability to manage multiple shipments and deadlines, working independently and as part of a team.

Preferred Skills

• Experience in food ingredients, agriculture, manufacturing, or consumer goods.
• Experience at a freight forwarder or in a bank trade services team.
• Certification or coursework such as Certified Export Specialist (CES), Certified Customs Specialist (CCS), or Certificate for Documentary Credit Specialists (CDCS).
• Familiarity with UCP 600.
• Experience with Canada and Mexico cross-border shipments and USMCA certificates of origin.
• SAP experience.
• Experience maintaining procedures or tracking KPIs.
• Ability to work with global customers and cross-functional teams.

Note: This job description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the ongoing needs of the organization. 

ofi provides employees with a comprehensive and competitive benefits package that is designed to support your career, health, and future. Build a Rewarding Career at ofi!    

The pay for this role ranges from $29-33 per hour and is based on position responsibilities and geographic location. Actual pay within this range may be determined based on the candidate's experience, qualifications, and/or other determining factors.  

Performance-based Bonuses: Discretionary bonus rewarding company performance as well as your contributions and impact, for eligible roles. 

Comprehensive & Affordable Benefits: Coverage for you (and your eligible dependents) with plans designed for peace of mind and savings for the future. 

A Culture of Well-being: Paid Volunteer time off, access to events, resources, and learning opportunities that inspire physical, social, emotional, and financial well-being for you and your family. 

Family Support: Paid parental leave, Fertility benefits and lactation support, including milk shipping for traveling employees.

Additional Perks That Make a Difference: 

• Vacation time from Day 1 – Your time off starts accruing immediately, growing with your tenure. 
• Paid Sick Leave –   Rest, recover, and return strong – with paid sick leave on ofi. 
• Company Paid Holidays – ofi values work-life balance and the importance of celebrating life’s special moments. 
• 401K Match on Day 1 – Invest in your future with our competitive retirement savings program. 
• Career Growth and Learning – Join a company committed to developing talent, fostering innovation, and creating meaningful opportunities. 

ofi provides equality of opportunity for all persons with respect to hiring without discrimination on the grounds of race, color, religion, national origin, sex, pregnancy, age, disability, veteran status, or sexual orientation. All employment will be decided on the basis of qualifications, merit and business need. If you need assistance or an accommodation due to a disability, you may contact us for support at: 

US-Talent.Acquisition@ofi.com

At ofi, we celebrate our diversity and are proud to be an equal opportunity workplace.