Documentation Coordinator (Nairobi)

• Job Type Full Time
• Qualification BA/BSc/HND , Diploma
• Experience 2 years
• Location Nairobi
• Job Field Shipping and Maritime
• Documentation Management: Coordinate end-to-end air and sea freight documentation, including bookings, shipment registration, MAWB/HAWB, bills of lading, manifests, export entries, permits, and document handover.
• Team Leadership: Monitor team productivity, completion rates, individual performance, and operational efficiency against set targets.
• Quality Assurance: Conduct daily documentation audits to ensure first-time accuracy, timely flight finalization, and compliance with operational requirements.
• Customs and Regulatory Compliance: Ensure accurate customs declarations, HCDs, C17s,phytosanitary certificates, certificates of origin, and other regulatory documents.
• Shipment Coordination: Align documentation with CW1 bookings, inspections, QC, cargo build-up, airline cut-offs, customs clearance, and timely shipment release.
• Stakeholder Management: Coordinate with Operations, Customer Service, airlines, GHAs, clearing agents, customers, overseas offices, KRA, KEPHIS, and other regulators.
• Customer Service: Manage client documentation, HAWB generation, revisions, queries, complaints, client visits, and follow-up plans to improve satisfaction and retention.
• Records and Reporting: Maintain accurate electronic and physical records for audits, claims, and client inquiries while monitoring turnaround times and operational performance.
• Process Improvement: Develop and enforce documentation SOPs and quick reference guides across air freight, sea freight, and SQL reporting support to ensure consistency, efficiency, and regulatory compliance.
• Experience communicating in diverse cultural or work environments preferred.
• Fluent in both written and spoken English and Kiswahili
• Must be comfortable explaining complex technical & procedural requirements in straightforward language.
• Degree in Export Documentation or any other related field.
• Possession of a Diploma in IATA Forwarding and Customer relation course is an added advantage.
• Hands on experience of at least two (2) years and above.
• Possession of a driving license is an added advantage.
• Good knowledge of Microsoft® Office Software (Excel®, Word, PowerPoint® and others)
• KRA system
• Knowledge in freight forwarding and logistics.
• Familiarity with customs, KEPHIS, and cold chain regulations affecting perishables exports by sea.
• Ability to anticipate customer needs, offer value-added logistics solutions, and maintain high service levels.
• Hands-on experience with logistics systems (e.g., Cargo wise) as well as constant audits, and operational standardization.
• Risk & Operational Control – identifying exposure, compliance gaps, and implementing mitigation actions.
• Performance Management & KPI Reporting – SQL frameworks, reporting accuracy, and data interpretation.
• Knowledge on how air/ocean/logistics/Supply Chain Management field.