Position Overview The Documentation Coordinator is responsible for ensuring the accurate preparation, review, processing, and management of all shipping and trade-related documentation required to support the successful movement of freight. This role serves as a key liaison between customers, carriers, vendors, and internal teams to ensure all documentation is completed accurately, submitted on time, and compliant with customers, carrier, regulatory, and company requirements.

The Documentation Coordinator plays a critical role in maintaining shipment integrity, minimizing delays, and delivering exceptional customer service by proactively identifying and resolving documentation discrepancies throughout the shipment lifecycle.

Responsibilities

Documentation Management

- Prepare, review, verify, and distribute all transportation and shipping documentation, including but not limited to Bills of Lading, shipping instructions, customs documentation, commercial invoices, certificates, and export documentation.

- Ensure all documentation is complete, accurate, compliant, and submitted within required timelines. Create and maintain shipment files and ensure proper record retention in accordance with organizational policies.

- Review documentation for accuracy before file closure and ensure all required processes have been completed.

- Maintain electronic and physical records in an organized and easily accessible manner.

Shipment Coordination

- Coordinate documentation requirements with customers, carriers, suppliers, vendors, customs brokers, and internal departments.

- Monitor shipments to ensure documentation supports the timely movement of freight.

- Communicate shipment updates and documentation requirements to all relevant stakeholders.

- Assist in resolving shipment issues resulting from missing, incomplete, or incorrect documentation.

- Support logistics operations by ensuring all required information is available to facilitate smooth shipment execution.

Customer Service & Relationship Management





- Deliver exceptional customer service through timely and professional communication.

- Build and maintain positive working relationships with customers, carriers, suppliers, and business partners.

- Respond promptly to inquiries regarding shipment documentation and status.

- Address customer concerns and documentation-related issues in a professional and solution-focused manner.

Compliance & Quality Control

- Ensure compliance with customer requirements, carrier guidelines, transportation regulations, and company policies.

- Maintain high standards of accuracy and attention to detail in all documentation activities.

- Identify process gaps and recommend improvements to enhance efficiency and reduce errors.

- Support audit and compliance activities by maintaining accurate and complete records.

Team Collaboration

- Work closely with Logistics Coordinators and other operational team members to ensure efficient shipment execution.

- Collaborate with internal stakeholders to support service excellence and operational objectives.

- Participate in process improvement initiatives and departmental projects as required.

- Provide support and training on documentation procedures when needed.

- Perform additional duties and responsibilities as assigned.

Qualifications

Education & Experience

- Postsecondary education in Supply Chain Management, Logistics, Business Administration, International Trade, or a related field is considered an asset.

- Minimum 1-2 years of experience in freight forwarding, logistics, transportation, customs documentation, or a related administrative role.

- Experience working with export documentation and transportation documentation is preferred.

- Knowledge of freight forwarding processes and supply chain operations is considered an asset.

Technical Skills

- Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.

- Experience using transportation management systems (TMS), ERP systems, or freight forwarding software is an asset.

- Robust data entry and document management skills.

- Ability to learn and adapt to new systems and technologies.

📌 Documentation Coordinator (Toronto)
🏢 DG Global
📍 Toronto