Documentation Specialist

Location: West Palm Beach

Company: Tropical Shipping

Employment Type: Full Time

Region: Florida

Job Category: Customer Service

Publish Date: March 16, 2020

Company Description: Tropical has been rated as "best place to work" in the shipping industry for 10 years in a row. Employees enjoy our team spirit & work ethic and many have been with us for as long as 30 years. From those in the office to the team loading docks and conducting ship work, Tropical employees across the US, Canada, Bahamas and Caribbean reflect both the local communities we serve and the people with whom we do business. We see diversity and inclusiveness as an essential part of our productivity, creativity, and competitive advantage. We hire great people and our teams feel a lot like family. Together we do outstanding work and we enjoy a fun healthy work life balance.


  • Full Time
  • Anywhere

Tropical Shipping

Responsible for obtaining all documentation from Freight Forwarders for the timely shipment of cargo to all destinations. Responsible for ensuring all US government regulations are met. Complete and monitors processes for carrier compliance.

To apply for this job please visit hrwppb06v.trophq.tropical.com.


Responsible for performing TLink processes for completion of vessel manifests and Job related duties including the updating of Jobs and processing Jobs on workplans for export compliance. Updates and maintains accurate Partner Profiles in TLink.
Identifies and obtains necessary documentation required for exporting cargo from Freight Forwarders or Agents including invoices, proformas shipper instructions, statements of value, customs clearances, bonds, phytos, and hazardous declarations.
Ensures that documentation received meets requirements of US Customs and other government agencies export regulations.
Files EEI with US Census on behalf of Customer and reviews and corrects EEIs prepared by documentation team.
Reviews jobs for CTL/CTS status changes.
Monitors workplans to assist with re-booking cargo when rolling jobs, and follow up on freight payments by sending invoices and placing phone calls.
Arranges Inland pick ups and updates inland work orders in TLink. Communicates with Dispatch and Control Center to coordinate late gates/pick ups.
Assists Port staff with inquiries on cargo status and tracking.
Mails documents to customers not accepting email copies. Prepares FedEx packages and sorts ship's mail.
Provides Customers with rate quotes on prepaid shipments.
Performs all other related duties as requested.


EDUCATION: High School Diploma or equivalent
EXPERIENCE: Six months to one year related documentation experience.
LICENSE: Valid Local Driver's License.
PHYSICAL: Office Environment - Manual dexterity to perform repetitive motion tasks on computer. Ability to bend or stoop to retrieve lower shelf files. Ability to reach overhead to retrieve upper shelf files. Ability to sit 1/3 - 2/3 of day. Ability to work on feet for 1/3 - 2/3 day.

(Education and experience minimums can be substituted with any equivalent combination of training and experience)