Customs Document Legalization and Authorization Assistant

Position Summary : As a Customs Document Legalization and Authorization Assistant at Customs Support Group, you will provide administrative support in the legalization of export documents and management of authorizations, ensuring compliance with Polish and international requirements for trade documents (e.g., certificates of origin, commercial invoices, and powers of attorney). This entry-level role involves coordinating with chambers like KIG (Krajowa Izba Gospodarcza), MSZ (Ministerstwo Spraw Zagranicznych), embassies, and customs platforms such as PUESC (Platforma Usług Elektronicznych Skarbowo-Celnych) and WinSad software. No prior experience is required, but you must have a valid driver's license for document transport and basic computer skills for office tasks. You will assist in document preparation, translations, registrations, and secure handling, contributing to efficient customs processes while maintaining strict confidentiality under GDPR (RODO) and customs secrecy rules.

Key Responsibilities :

Document Preparation and Legalization : Prepare documents for KIG (primarily making copies), have applications signed by agents or clients as needed, transport and submit them to KIG, and collect legalized documents; schedule appointments at MSZ, prepare MSZ applications, transport documents to MSZ, and retrieve them.

Embassy Coordination : Transport and retrieve documents from relevant embassies, adapting to country-specific procedures (e.g., prepare cover letters, coordinate cash or transfers for fees); scan legalized documents and arrange courier shipments or other delivery methods to clients or specified addresses.

Authorization Management : Verify signed authorizations against commercial registers (KRS) or other company founding documents; obtain and translate foreign company registration documents (if available); contact accounting for stamp duty payments; register authorizations on PUESC and in WinSad software.

Registry and Updates : Maintain a register of powers of attorney; update represented company data on PUESC; prepare assignments (cessions) of powers of attorney; contact IAS (Izba Administracji Skarbowej) in Poznań for related matters.

Administrative Support : Organize workstation, perform duties per supervisor instructions and regulations; inform supervisors of task status and issues; ensure timely document flows to authorities.

Compliance and Security : Adhere to professional secrecy (e.g., not disclosing client details); protect personal data under GDPR by preventing unauthorized access and responding to breaches; comply with health, safety, and fire regulations.

Asset Care : Take responsibility for company property, including equipment maintenance and reporting repair needs.

Additional Duties : Systematically build knowledge of customs law; perform other tasks as assigned by supervisors or management; assist with basic automation tools like Intelligent Document Processing (IDP) for scanning and initial validation of legalization documents.

Key Performance Indicators (KPIs) : You will be accountable for the following crucial customs and business-related KPIs, measured monthly :

Document Processing Accuracy : Maintain 98% accuracy in preparation, verification, and registration of documents and authorizations to avoid rework or rejections.

Timely Completion Rate : Ensure 95% of legalization and authorization tasks (e.g., submissions to KIG / MSZ / embassies) are completed within targeted timelines (e.g., 48 hours from receipt).

Compliance Adherence : Achieve 100% adherence to regulatory protocols (e.g., PUESC registrations, GDPR), with zero breaches or audit issues.

Task Efficiency : Handle 15-20 document sets or authorizations per day, contributing to a 10% reduction in processing time through organized workflows.

Client Delivery Satisfaction : Attain 90%+ on-time delivery of legalized documents to clients, measured by feedback or tracking.

Registry Update Accuracy : Keep power of attorney registers and PUESC data 100% current, with quarterly audits showing no discrepancies.

Qualifications and Experience :

Minimum secondary education.

No prior experience required; entry-level position with on-the-job training in customs document legalization and authorization processes.

Valid driver's license required for travel to authorities (e.g., KIG, MSZ, embassies, IAS Poznań).

Basic computer skills and proficiency in office software (e.g., Microsoft Office for document preparation, scanning, and registries).

Ability to read and understand legal regulations (e.g., customs law, authorization requirements).

Basic knowledge of English for handling foreign documents and translations.

Strong attention to detail, accuracy, personal culture, and commitment to discretion and confidentiality.

Eagerness to learn Polish customs operations, including platforms like PUESC and WinSad.