Administration Support & Documentation Specialist – Ocean Freight Export (m/f/d)

Stellenbeschreibung:

Job Description

PSA BDP, a member of the PSA Group, is a leading provider of globally integrated and port‑centric supply chain, transportation and logistics solutions. The company is headquartered in Philadelphia, PA, and employs more than 5,500 people worldwide. We are a team that celebrates our unique diversity and close‑knit community atmosphere.

Our core values begin at the very top and span the broad reach of our global community. We offer dynamic careers for those individuals looking to be a part of something bigger and provide unequivocal opportunities for growth within the organization.

PSA BDP serves over 5,000 customers, including some of the world's leading multinational companies within the chemical, retail & consumer, life sciences & pharmaceuticals and electric vehicle & industrial verticals.

Administration Support & Documentation Specialist – Ocean Freight Export (m/f/d) for our Düsseldorf office

Ensure that all ocean freight export documentation is prepared, processed and maintained accurately and in compliance with internal procedures and customer requirements.
Perform all necessary system entries and administrative tasks related to export shipments.
Prepare, review and manage export shipping documents, including Bills of Lading, shipping instructions, customs‑related documents and other required export documentation.
Ensure complete and accurate filing, closing and archiving of shipment files and records.
Monitor and verify shipment‑related costs and revenues, support invoice control processes and ensure proper documentation of supplier invoices and transport documents.
Maintain accurate operational records and databases to support efficient export processes.
Prepare regular operational and performance reports in a timely manner.
Provide administrative and documentation support to the Ocean Freight Export Operations team.
Coordinate with internal departments, customers, carriers and service providers regarding documentation‑related matters.
Support continuous improvement of documentation and administrative processes.
Carry out additional administrative and documentation‑related duties as assigned by Management.
Prioritize customer satisfaction by ensuring timely and accurate handling of all export documentation and administrative activities.
Prepare, present and submit regular reports to Management.
Perform daily operational support tasks as assigned by Management.

Job Requirements

3 – 5 years of experience in ocean freight or a related logistics environment
Commercial training, ideally as a freight forwarding and logistics services coordinator or equivalent qualification
Excellent written and spoken German and English skills
Strong understanding of administrative processes, documentation workflows and system/data entry
Good knowledge of international shipping processes and export documentation (e.g., shipping instructions, Bills of Lading, customs documentation) is an advantage
Strong organizational, coordination and reporting skills
Very good Microsoft Office skills (Excel, Word, Outlook)
Strong communication skills and ability to work effectively in a team
High level of responsibility, reliability and initiative
Adaptability to corporate processes and ability to work in a structured, fast‑paced environment
Willingness to support daily operational and administrative tasks in a team‑oriented setting