Panama - Documentation Assistant

You Belong Here… Wherever in the World You Find Yourself.

Connect the world. Make an impact. Build your future with Inchcape.

At Inchcape Shipping Services, we don’t just move ships—we help connect the world.

With a vision for a connected world , our 3,000+ professionals across 60+ countries and 250+ offices bring together local expertise, global perspective, and deep maritime knowledge to help our partners connect to a smoother, smarter ocean .

We are a global team made stronger by the people within it. Wherever you are in the world, you’ll be part of something bigger—working alongside talented colleagues, building meaningful relationships, and helping shape the future of our industry.

Why Inchcape?

We believe our people are at the heart of everything we do.

Our success comes from bringing together diverse perspectives, experiences, skills, and ideas. We empower our people to make an impact, encourage them to challenge the status quo, and provide opportunities to learn, grow, and build a career they can be proud of.

Our values guide how we work every day:

Global Perspective – We connect the world and see the bigger picture.

The Power of People – We rely on the strength of local agent knowledge, expertise, and relationships.

Progress – We embrace new thinking and push for positive change across our industry.

We know what matters. We never stand still. We always reach for more.

#WeAreInchcape

Business Need / Purpose of Role:

The Documentation Assistant is responsible for documentation requirements for key customers in Central America. This includes Export as well as Import traffic functions.

Objectives & Measurement – Key Responsibilities

Import cargo:

Timely dispatch of Arrival Notices

Liaise with principals and cargo receivers to assure all conditions met in order to release cargo

Monitor group email and answer queries timely

Coordinate releases with time sensitive cargo (direct discharge or free time allotment)

Work closely with cargo receivers on matters pertaining to Customs clearance

Comply with principal procedures, instructions and policies

Collect and reconcile wharfage payments on behalf of principal when applicable

Provide pertinent information to cargo receivers and principals in regards to vessel ETA/C/D and status of cargo releases

Coordinate with terminals and stevedores for smooth release of cargo

Insure proper AMS is filed with customs.

Export Cargo:

Work closely with freight forwarders to prepare Bill’s of Lading for export cargo

Assure information (such as cargo stowage, charter party details and tonnage) is correct prior to presenting to principal for approval.

Issue Original Bill’s of Lading once approval obtained.

Prepare and issue Mate’s Receipt / Load List / Manifest.

Complete Customs Documentation.

Knowledge, Skills, and Abilities

Must be able to rotate nights and weekends

Ability to prioritize work and handle multiple competing priorities

Possess organizational and time management skills with ability to prioritize, be detail oriented and results driven

Attention to detail with a high level of accuracy

Strong interpersonal skills including excellent verbal and written communication skills

Excellent customer service and communication skills, including strong verbal and listening skills

Must possess an advanced proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook

Education, Qualifications, Certifications, and Licenses

Education/Experience:

High School Diploma or GED equivalent required

Associate's and/or Bachelor’s Degree in Maritime Administration, Business Administration or a related major in a public or accredited private academic institution desired, but not required

Previous experience in Shipping, Freight Forwarding, or Transportation/Logistics preferred, but not required

0-2 years’ experience in general maritime industry with exposure in documentation preferred, but not required.

Why Inchcape Shipping Services?

We believe in building a diverse and high performing workforce, that works together to provide our partners with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career.

What you’ll get:

We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees.

Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces.

In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.

We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation.

Generous time off and paid holidays

Employee Assistance Program (EAP)

Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones.

Career growth and opportunities for promotions. We develop and hire from within!

Plus, much more!

We have you covered for anything life could throw your way.

Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you’re proud of, and take advantage of all the future holds.

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Who you are is who we are.

Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages. As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email [email protected] describing the accommodation.

Please note that as per Inchcape policy, we do not accept unsolicited resumes from employment, recruitment, staffing, or related agencies unless engaged to provide candidates for a specified opening. Any employment agency, person or entity that submits an unsolicited resume does so with the understanding that Inchcape will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person, or entity.

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