Freight Documentation Specialist

What does a Freight Documentation Specialist do?

A Freight Documentation Specialist manages the essential paperwork that keeps global shipments compliant, traceable, and moving on time. They prepare, review, and validate transport documents such as bills of lading, commercial invoices, and customs declarations. More than clerical work, this role demands precision, regulatory awareness, and coordination across carriers, brokers, and clients. With their meticulous approach, Freight Documentation Specialists ensure every shipment meets legal and client standards—reducing delays, errors, and costly compliance risks.

Tier 1

.

 1 to 2
years of
experience

Tier 2

.

 3 to 5
years of
experience

Tier 3

.

 > 5
years of
experience

ABOUT THE ROLE

Roles and Responsibilities

  • Prepare and verify essential freight documents, including bills of lading, invoices, and customs forms.
  • Cross-check shipment data for accuracy against purchase orders and carrier records.
  • Ensure documentation complies with international shipping laws and client specifications.
  • Coordinate with carriers, freight forwarders, and customs brokers to resolve discrepancies.
  • Maintain organized and up-to-date digital documentation archives for audit readiness.
  • Support billing, claims, and operations teams by providing verified shipment documents.

Day-to-Day Duties

  • Draft and review export and import paperwork based on shipment details.
  • Validate commodity codes, values, and weights to meet customs and trade standards.
  • Upload and manage shipment files in TMS or document management platforms.
  • Communicate with carriers and clients to correct or update missing paperwork.
  • Reconcile discrepancies between physical and digital shipment records.
  • Generate documentation status reports for daily team operations.

SKILLS AND TOOLS

Soft Skills

  • High attention to detail and accuracy
  • Strong organization and time management
  • Critical thinking and problem-solving
  • Effective written and verbal communication
  • Accountability and consistency under pressure
  • Collaboration and adaptability in a fast-paced environment

Hard Skills

  • Knowledge of import/export regulations and INCOTERMS
  • Familiarity with freight documentation and trade compliance processes
  • Data validation and document control expertise
  • Understanding of carrier and customs workflows
  • Proficiency in TMS and document management systems
  • Audit preparation and regulatory record-keeping

Tools

CargoWise or Descartes 85%
McLeod Software or TMW Systems 80%
Microsoft Excel or Google Workspace 90%

Education

Common Educational Backgrounds and Careers for this Role:

  • International Trade and Customs Administration
  • Supply Chain and Logistics Management
  • Business Administration
  • Operations Management
  • Industrial Technology
  • Data Management or Office Administration
  • Associate’s Degree
  • Bachelor’s Degree

CANDIDATES TESTS

Tests & Evaluations for Candidates

Shipment Coordination & Scheduling

Assesses ability to interpret logistics data, optimize delivery schedules, and coordinate shipment timelines using analytics and forecasting tools.

8/10

Strong organizational and decision-making skills ensure candidates can manage multiple shipments, prioritize schedules, and maintain delivery precision under time constraints.

Communication & Problem-Solving Simulation

Evaluates communication clarity, analytical reasoning, and responsiveness when resolving shipment discrepancies, data gaps, or performance issues.

8/10

Effective communication and responsiveness demonstrate the candidate’s ability to collaborate across teams, resolve delivery issues, and keep stakeholders informed.

Documentation & Reporting Accuracy

Measures precision in maintaining clean datasets, generating dashboards, and creating analytical reports that support supply chain decision-making.

8/10

High attention to detail ensures candidates can maintain complete shipment records, track performance metrics, and support audit-ready documentation.