The Vehicle Documentation Coordinator ensures timely and accurate communication with clients regarding the arrival and condition of their vehicles. This role involves verifying and organizing documentation, sending Warehouse Receipts with photos, and coordinating with logistics to ensure all necessary information is accurate and complete. The Coordinator plays a critical role in maintaining client trust and supporting seamless vehicle processing.
ABOUT MATUS INTERNATIONAL
We are Matus International, offering top-tier shipping services with a mission to inspire the growth of our clients' businesses by building strong, long term relationships through our personalized and efficient services. We are committed to seeing each team member achieve their personal, professional, and financial goals through the work we do together. Our core values are the backbone of our business and guide our hiring process: alongside Commitment, we are Disciplined, act with Integrity, take Responsibility, stay Aligned, and are Results-Oriented.
OBJECTIVES
- Receive and organize vehicle documentation and keys from the reception team.
- Classify keys accurately for documentation purposes.
- Verify documentation for accuracy and completeness, including titles, invoices, Power of Attorney (POA), and client IDs.
- Check for and document any additional expenses, such as storage fees.
- Send Warehouse Receipts to clients with corresponding photos in a timely manner.
- Confirm and address any special requests from clients or the destination team.
- Retain incomplete or expired documents and resolve issues with support from destination teams.
- Ensure compliance with export processes and regulations.
- Double-check all printed documentation for accuracy, including Customs information, VINs, and client details.
- Handover complete and verified documentation to the logistics team for further processing.
- Monitor deadlines and resolve discrepancies within a 72-hour timeframe.
- Maintain clear communication with clients and internal teams regarding document status and vehicle conditions.
- Ensure high levels of accuracy to avoid additional costs and maintain client satisfaction.
- Uphold organizational standards for confidentiality and documentation security.
- Performs other duties as assigned.
COMPETENCIES
- Exceptional attention to detail to ensure accuracy in documentation.
- Strong organizational skills for managing multiple tasks and deadlines.
- Proficiency in export systems such as Magaya.
- Knowledge of export documentation, including Bills of Lading and invoices.
- Familiarity with country-specific processes and legal requirements.
- Ability to prioritize tasks with a high sense of urgency.
- Strong communication skills for interacting with clients and internal teams.
- Problem-solving abilities to resolve document discrepancies.
- Time management skills to meet 24-hour and 72-hour deadlines.
- Customer-focused mindset to maintain trust and satisfaction.
- Analytical skills to identify and address errors or missing information.
- Collaboration skills for effective teamwork with logistics and reception teams.
- Adaptability to manage evolving processes and client requirements.
- Commitment to maintaining accuracy and confidentiality in documentation.
- Familiarity with documentation classification and key management processes.
EDUCATION AND EXPERIENCE
- Familiarity with export systems, such as Magaya.
- Knowledge of export processes, country-specific laws, and required documentation.
- Experience in a related role involving documentation and client communication.
PHYSICAL REQUIREMENTS
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
