Export Documentation Specialist

Export Documentation Specialist

Arctic Storm Management Group – Seattle, WA

Mission: Ensure every shipment of Alaska Pollock and Pacific Whiting products leaves with complete, accurate, compliant documentation; that inventory records match product in cold storage; and that customers are invoiced correctly and on time.

Reports to: VP of Sales and Marketing

Works closely with: Sales, Logistics, Accounting and Operations

Status: Full-time; FLSA Non-Exempt

Position Summary

This position supports the company's Traffic Managers in export compliance documentation, inventory record-keeping and customer invoicing for sales to Europe, Asia, the domestic market and whatever other pertinent markets. Products include surimi, fillet blocks, mince, roe, fishmeal and fish oil.

Responsibilities

Export and Shipping Documentation

Prepare commercial invoices, packing lists, weight and temperature certificates, and certificates of origin.

Obtain NOAA Seafood Inspection Program export and health certificates, including EU, UK, China, Japan, Korea and other destination-specific certificates.

Prepare EU catch certificates and processing statements under the EU IUU Regulation and CATCH IT system; maintain supporting vessel, harvest area, landing and quota records.

Book containers with carriers and forwarders at contracted rates; prepare booking confirmations, draft bills of lading, and seal and container records.

Review documents relevant for letters of credit and documentary collections; resolve discrepancies with banks and buyers.

Maintain MSC chain-of-custody documentation and certification claims on outgoing paperwork. Support documentation for other certifying bodies.

Monitor importing-country requirements (e.g., China GACC registration, EU TRACES, Japan and Korea import rules) and update procedures accordingly.

For domestic sales, prepare cold storage release orders and delivery confirmations.

Inventory Control

Support maintenance of lot-level inventory records by product, grade, vessel and storage location.

Help perform independent monthly reconciliations of the inventory system to third-party cold storage reports.

Issue release and transfer orders only against a valid sales contract; confirm pickup and update records.

Maintain inventory status: available, allocated, on hold (quality or regulatory), in transit or sold.

Report aging inventory, shortages and overages to the sales team.

Comply with lot traceability by supporting mock recalls.

Invoicing and Billing

Support preparation and issuance of customer invoices from sales contracts, shipped weights and agreed Incoterms (FOB, CFR, CIF, DAP and others).

Issue provisional and final invoices, weight and price adjustments, and credit and debit notes.

Invoice in contract currency (USD, JPY, others where applicable) and provide currency and settlement details to Accounting for cash forecasting and hedge matching.

Match freight, cold storage, inspection and broker bills to shipments before approval; flag variances.

Track payment status against document and LC deadlines and support collections and claims investigations with documents and records.

Enter relevant invoices and documents into the accounting system(s)

Knowledge, Skills, and Abilities

Required

1–3 years of experience in export documentation, international logistics, order-to-invoice or trade operations.

Working knowledge of Incoterms and commercial invoicing.

Strong Excel skills and experience with an ERP or inventory system. Willingness to work and test new ERP/accounting systems.

High attention to detail; able to manage many shipments against fixed deadlines.

Clear written and verbal communication with carriers, brokers, banks and customers.

Bachelor's degree or equivalent experience.

Preferred

Experience in seafood, food or other frozen/perishable products.

Exposure to letters of credit, AES/EEI filing, NOAA Seafood Inspection Program certificates, EU catch certificates or MSC chain of custody (or equivalent CoC bodies).

Japanese, Korean, or a European language proficiency a plus.

Working Conditions

Office-based in a climate-controlled environment. Overtime is expected during A and B season shipping peaks and at month-end close. Occasional visits to cold storage facilities, which involve cold temperatures and warehouse settings. Opportunities to visit Alaska, and other places of operation.

Physical Requirements

Work is performed primarily seated at a computer for extended periods. This role requires the ability to communicate clearly by phone, email and in person, and to read computer screens and documents, with or without reasonable accommodation. Occasional visits to cold storage require walking and standing in a warehouse environment.

This description is not an exhaustive list of duties. Arctic Storm Management Group is an equal opportunity employer.