Marine Documentation and Cargo Services Coordinator

Job Summary

Join a maritime agency as a Marine Documentation and Cargo Services Coordinator, supporting the accurate and timely management of cargo documentation, charges, invoices, and account reconciliation. This on-site position offers an opportunity to contribute to essential maritime operations while providing responsive service to customers, vendors, carriers, terminals, and port authorities. The office location is to be confirmed. This role reports to the Documentation Manager.

Responsibilities

• Coordinate the collection and settlement of cargo-related charges, including wharfage, port security fees, and terminal handling charges.
• Prepare and distribute cargo Arrival Notices.
• Collect container deposits, monitor container movements, and complete final settlements.
• Prepare and submit required cargo statements to terminals and port authorities.
• Record cargo-related receivables and maintain accurate supporting documentation.
• Coordinate cargo releases and applicable fees with the Documentation Manager.
• Record invoices associated with vessel operations.
• Finalize Disbursement Accounts and submit them to the finance team for collection, payment, and settlement.
• Maintain and reconcile statements of account with vendors and carriers.
• Respond to customer inquiries regarding vessel arrival times, cargo free time, and terminal matters.
• Maintain complete and organized operational and financial records.
• Provide backup support to the Documentation Manager as needed.

Requirements

• One to two years of experience in documentation, finance, or accounting.
• High school diploma or equivalent.
• U.S. citizenship.
• Proficiency in Microsoft Office.
• Strong attention to detail and accuracy in document and invoice processing.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities and work collaboratively.
• Knowledge of shipping and cargo documentation, terminology, and workflows preferred.
• Understanding of basic accounting, receivables, payables, and account reconciliation preferred.
• Familiarity with QuickBooks, Flagship, or similar financial and maritime systems preferred.

Apply today to be considered for this on-site opportunity in maritime documentation and cargo services.

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