Documentation Executive- Vessel Booking

Overview

Based in Wichita, Kansas, Koch is one of the largest private companies in America. A diverse set of businesses and industries across the world, we work together to keep improving and exploring new ways to make life even better. With a presence in more than 50 countries, Koch companies employ about 120,000 people worldwide, with nearly half of those in the United States. Koch offers abundant opportunities to improve life’s most necessary things – like food, clothing, water, transportation and technology.

Website

https://www.kochinc.com/

What You Will Do

• Ensure spot bookings are executed accurately and within defined timelines to secure space and minimize operational disruption.
• Create and manage pre-bookings to align capacity planning with trading and operational needs.
• Monitor carrier notifications (cut-off changes, vessel delays, receiving-window adjustments) and translate those advisories into clear operational impact for internal and external stakeholders.
• Coordinate cross-functionally (Inside Sales, Transportation, Freight Forwarders, operations) to resolve booking exceptions such as rollovers, missed sailings, and schedule advancements.
• Maintain visibility of space constraints and communicate bookings that could not be secured, including carrier-specific limitations.
• Serve as the central point of coordination between carriers and internal teams to keep booking status aligned and transparent.
• Review and update Standard Operating Procedures (SOPs) to reflect operational changes and improve booking accuracy and response times.

Who You Are (Basic Qualifications)

• Bachelor’s degree in Logistics, Supply Chain, Commerce, or a related field.
• Minimum 2 years of experience in vessel booking, ocean freight operations, or shipping line coordination.
• Experience in a high-volume, deadline-driven vessel booking environment.
• Familiarity with Transportation Management Systems (TMS), carrier booking portals, and reporting tools.
• Availability and prior experience working rotational shifts within the 7:00 AM IST – 3:30 AM IST window.

What Will Put You Ahead

• Practical knowledge of export shipping processes and terminology (e.g., what a booking entails, carrier cut-offs).
• Hands-on experience supporting spot booking amendments and handling urgent booking changes.
• Practical understanding of pre-booking timelines and planning to secure capacity.
• Experience working directly with steamship line carriers and freight forwarders.
• Strong coordination, stakeholder communication, and follow-up skills; experience managing multiple priorities and time-sensitive exceptions.