Fednav, headquartered in Montreal, is the largest international dry bulk shipping group in Canada engaged in worldwide ocean transportation. Fednav has five international offices established on four continents. Founded in 1944, we are a driven, innovative, and respected organization committed to our employees and customers.
The Documentation Specialist supports Fednav by creating, maintaining, and governing clear and accurate documentation that enables operational efficiency, compliance, and knowledge sharing across the organization. Reporting to the Head of Marine Services, this role works closely with subject matter experts and cross-functional teams to translate complex information into accessible, user-focused documentation that supports day-to-day operations and continuous improvement initiatives.
WHAT YOU'LL BE DOING | THE ROLE
Key Responsibilities:
- Develop, review, and maintain clear, accurate, and compliant maritime documentation, including shipping procedures, operational manuals, and regulatory guidelines
- Coordinate with internal stakeholders and subject matter experts to gather, validate, and structure documentation related to vessel operations, cargo movements, and trade processes
- Ensure all documentation aligns with international shipping regulations, customs requirements, and organizational standards, terminology, and style guidelines
- Prepare, process, and verify import/export documentation (e.g., bills of lading, manifests, customs declarations) to ensure accuracy and compliance
- Monitor and track vessel movements, cargo status, and shipping documentation to support operational visibility and timely reporting
- Maintain strict version control and documentation governance practices to ensure traceability and audit readiness
- Review and update existing documentation to reflect regulatory changes, operational updates, and continuous improvements
- Support documentation requirements related to onboarding, training, and change management initiatives within maritime operations
- Organize and manage documentation repositories to ensure efficient access, retrieval, and data integrity
- Collaborate with customs brokers, port authorities, and external partners to ensure smooth documentation flow and regulatory compliance
- Contribute to the continuous improvement of documentation processes, tools, and systems supporting global shipping and trade operations
WHAT YOU BRING | THE PERSON
The ideal candidate has:
- Postsecondary education in supply chain, international trade, logistics, maritime studies, business administration, or a related field
- A minimum of three years of experience in maritime documentation, shipping operations, import/export coordination, or a related role
- Strong knowledge of international shipping processes, trade documentation, and customs requirements (e.g., bills of lading, manifests, export/import documentation)
- Ability to interpret and translate complex operational and regulatory information into clear, accurate, and compliant documentation
- Excellent written and communication skills with strong attention to detail and accuracy in a fast-paced environment
- Experience using documentation tools, transportation management systems (TMS), or enterprise platforms (e.g., ERP, SharePoint)
- Strong organizational and time management skills with the ability to manage multiple shipments, deadlines, and priorities simultaneously
- Ability to collaborate effectively with cross-functional teams, including operations, finance, customs brokers, and external partners
- A proactive mindset with a focus on compliance, problem-solving, and continuous improvement in shipping and documentation processes
* For positions available in Montreal (Quebec), please note that bilingualism is required due to our frequent communication with our global partners.
Only candidates who are currently legally eligible to work in Canada will be considered
Honesty, integrity, and a respect toward community and environment define our values.
www.fednav.com
Honesty, integrity, commitment to professional excellence, regard for employees and
corporate responsibility defines our values.
At Fednav, we are dedicated to fostering a workplace where everyone is treated with dignity, respect and inspired to reach their full potential. We strongly encourage applications from all qualified candidates and strive to ensure an inclusive and accessible experience throughout the recruitment process. Should you need accommodation at any stage of the recruitment process, please let us know.
www.fednav.com
Skills Required
- Postsecondary education in technical communication, information management, communications, or a related field
- Minimum of three years of experience in documentation, technical writing, or knowledge management
- Strong ability to translate complex information into clear content
- Excellent written communication skills with strong attention to detail
- Experience using documentation tools, content management systems, or collaboration platforms
- Strong organizational skills and ability to manage multiple priorities
- Ability to collaborate effectively with cross-functional teams
What We Do
Fednav Limited, the largest Canadian international dry bulk shipping group and leader in the Arctic and Great Lakes/St. Lawrence Seaway. Founded in 1944, we conduct business worldwide with approximately 100 ships trading worldwide. Fednav also operates a network of specialized subsidiaries - FALLine (Fednav Atlantic Lakes Line), offering a regular general cargo liner service from Europe to ports along the Great Lakes-St. Lawrence system for over 60 years. - FMT (Federal Marine Terminals), operating multiple stevedoring facilities in the US East Coast and Gulf Coast and in the Great Lakes. A leader in the industry, FMT handles breakbulk, bulk, containerized, project, and general cargoes for its clients. The wide range of commodities handled includes cement, cocoa, containers, gypsum, machinery, steel, sugar, wood pulp and forest products. - Fednav Direct, our logistics services offering value-added on-carriage services, inventory management, and 24/7 inland transportation of cargoes
