Documentation Specialist

Documentation Specialist

Be the backbone of operational accuracy. As a Documentation Specialist, you'll ensure the smooth flow of critical information that supports our operations. This full-time role offers competitive pay, benefits, and the chance to contribute to a team that values precision, efficiency, and customer service. This job is primarily responsible for coordinating all export documentation and logistics processes for hay and forage shipments to international customers. Additionally, this job ensures full compliance with U.S. export regulation and Japan import requirements while maintaining strong communication between suppliers, freight forwarders, and overseas customers.

In this job, you will :

• Work closely with suppliers and processing export documents.
• Prepare, verify, and manage export documents such as bills of lading, certificates of origin to ensure compliance with both domestic and international trade regulations.
• Coordinate closely with freight forwarders, shipping lines, and internal teams to facilitate smooth shipment processes.
• Maintain shipment records, resolve document issues, stay updated on changes in export laws and regulations.
• Communicate with suppliers.
• Ensure all export activities adhere to legal and ethical standards.
• Assist agency business activities as needed.
• Other duties as assigned.

Here's what you'll need to be considered :

Education

Required High school diploma or equivalent, or equivalent education, training and experience.

Preferred Associate's degree.

Experience

Preferred - Experience preparing, proofing, sending export documentation.

Knowledge, Skills, and Abilities

Here's additional information you need to know :

Physical Demands & Requirements

Light work. Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force frequently, and / or a negligible amount of force constantly to move objects. If the use of arm and / or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Ability to sit and / or stand continuously.

Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

The employee is required to have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and / or operation of machines (including inspection); using measurement devices; and / or assembly or fabrication parts at distances close to the eyes.

Environmental Conditions

The work environment described here are meant to be representative of those an employee would normally encounter while performing the essential functions of this job. The physical environment requires the employee to work inside where there are limited extremes to heat and / or cold; moderate noise; a normal office environment. Travel required, minimal for meetings and trainings.

The expected base pay range for this role is :

$19.00 - $21.00

Actual pay offered may vary depending on multiple individualized factors, including work location, job-related knowledge, skills and relevant experience for the job. Pay amount does not guarantee employment for any particular period of time.

Are you ready to make a meaningful career move & an impact at ZHI? Apply today!

Known in our industry for stability and high ethics, Zen-Noh Hay, Inc. offers a stellar benefits package including : an outstanding 401(k) retirement plan with company contributions, medical, prescription drug, dental, vision, life, & disability benefits, flexible spending accounts, paid leave (holidays, vacation, sick), wellness programs, recognition programs, community involvement opportunities, and much more!

Zen-Noh Hay, Inc. is an Equal Opportunity Employer. EEO is the Law links in English or Spanish. We are unable to legally hire anyone who is not eligible to work in the United States nor are we able to sponsor visas.