What are the responsibilities and job description for the Customs Document Control Clerk position at Carisam?
JOB DESCRIPTION
Traffic Coordinator
Department: Imports Department Job Status: Full Time
FLSA Status: Non-Exempt Reports To: Imports Manager
Work Schedule: Monday-Friday 8:00 A.M. - 5:00 P.M. Positions Supervised: N/A
POSITION SUMMARY:
The position’s primary responsibility is to ensure timely, accurate, and compliant handling of inbound (bonded and tax paid) shipments of all modes of transportation. This position requires exceptional attention to detail, strong follow-through, and the ability to manage multiple workflows that may shift based on seasonal volume. The coordinator will work closely with Purchasing, Warehouse, Customer Service, Import and Receiving to maintain documentation accuracy, support Customs compliance, and ensure that all cost components are captured prior to customs entry preparation.
ESSENTIAL FUNCTIONS:
- Cross-check purchase orders against vendor invoices to confirm accuracy in:
- Pricing and currency
- Item descriptions and pack sizes
- Wine vintages and alcohol proof for spirits
- Quantities ordered vs. quantities billed
- Gather and validate all Customs documentation 7512/214/BL applicable to each shipment before assigning the file to the Import Specialist for customs entry.
- Submit ISF filings in GTK and upload relevant shipping documents and details into JD Edwards (JD).
- Track shipment departure, arrival and delays.
- Professionally troubleshoot documentation, transit discrepancies, vendor issues, or carrier-related concerns while maintaining effective communication and follow-up.
IN ADDITION:
- Support Customs entry workflows, including:
- Preparing entry packages for upload and transmission
- Closing customs entries in accordance with established procedures
- Collecting and organizing 7512 in-bond documentation
- Confirming documentation alignment for compliance and audit retention
- Maintain and organize both physical and electronic filing systems, including:
- Filing documents sequentially by numerical reference
- Scanning, indexing, retrieving, and archiving documents into the company’s “Docuware” (or equivalent) document control system
- Ensuring records are complete, traceable, and readily accessible for audits or research
- Work effectively in a team-oriented environment, demonstrating flexibility and the ability to manage shifting priorities based on seasonal business cycles and fluctuating shipment volumes.
- Perform general administrative and data entry tasks assigned by the Department Manager to support daily operational continuity.
MINIMUM REQUIREMENTS:
Have a High School diploma/equivalent, minimum of 2-3 years in related experience or a combination of experience and/or education in related field. Accounting experience is a plus. Bi-lingual and be able to read and write in Spanish is a plus.
SKILLS & ABILITIES:
- Ability to work in conditions which include multiple and sometimes conflicting priorities.
- Ability to perform work accurately and thoroughly.
Ability to communicate effectively with others using the spoken word, effectively across departments and with external vendors.
- Ability to take care of the customers’ needs while following company procedures.
- Ability to pay attention to the minute details of a project or task.
- Ability to work at a sustained pace, proactive and produce quality work.
- Ability to demonstrate conducts conforming to a set of values and accepted standards.
- Ability to exhibit a cheerful demeanor toward others.
- Ability to focus on a goal and obtain a pre-determined result.
- Ability to decide the correct course of action when some choice can be made.
- Ability to act calmly under stress and strain, and of not being hasty or impetuous.
- Ability to complete assigned tasks under stressful situations.
- Must be willing and able to work flexible shifts and changing work schedules
- Integrity and accountability in documentation handling.
- Curiosity and willingness to learn evolving shipment, compliance, and seasonal workflows.
- Positive and solution-oriented attitude when addressing challenges.
- Must be able to perform light physical activities such as lifting 25 pounds boxes or groups of documents, reaching, pulling.
- Understanding of basic importation procedures and customs documentation.
COMPUTER SKILLS:
- Must be computer literate
- Proficient in MS Excel, MS Word, and MS Outlook
- Willing to learn JDE System
- 10 Key is a plus
PHYSICAL DEMANDS:
Physical Abilities Lift /Carry
Stand C (Constantly) 10 lbs or less C (Constantly)
Walk C (Constantly) 11-20 lbs C (Constantly)
Sit C (Constantly) 21-50 lbs O (Occasionally)
Handling / Fingering C (Constantly) 51-100 lbs O (Occasionally)
Reach Outward C (Constantly) Over 100 lbs O (Occasionally)
Reach Above Shoulder C (Constantly)
Climb O (Occasionally)
Crawl O (Occasionally)
Squat or Kneel C (Constantly)
Bend C (Constantly)
N (Not Applicable) Activity is not applicable to this occupation.
O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)
F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)
C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs./day)
Other Physical Requirements
Vision (Near, Distance, Peripheral, Depth Perception)
Sense of Sound (Sounds)
WORK ENVIRONMENT
Warehouse Climate – Exposure to heat and cold and to dust. This job requires working exposed to sounds and noise levels that are distracting
Manager: _____________________________________ Date: ___________________________________
Approval Signature: ______________________________ Date: ____________________________________
Director of Human Resources
The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
I acknowledge receipt of the job description. It has been reviewed with me by my supervisor. I understand should I have any questions regarding my duties; I will consult with my supervisor and/or the Human Resources Department.
Employee: ___________________________________ Date: ____________________________________
(Print Name)
Employee: ___________________________________
Salary : $17 - $19