Export Coordinator

Position Overview

The Export Coordinator is responsible for the administrative tasks surrounding the processing of international freight forwarding. The role involves planning, organizing, and coordinating all containers loaded on a daily and weekly basis with strong attention to detail and effective time management. The candidate must be knowledgeable of international procedures for delivering goods, including arranging shipments, preparing and confirming order approvals, handling pricing information, and releasing invoices. Job Type: Full-time | Pay: $17.00 - $19.00 per hour | Work Location: In person

Key Responsibilities

• Oversee the shipping documentation process to meet US Customs and Shipping Line requirements/deadlines (AES, Title validation, Bill of Lading).
• Ensure that all required documents are scanned and sent to shipping lines in a timely manner.
• Ensure that all vehicle titles and house bill of ladings are sent to destination promptly after documentation is completed.
• Follow up daily to confirm that all paperwork is accepted by the shipping lines.
• Maintain quality results by adhering to export standards, procedures, and regulations.
• Ensure accuracy in export documentation (Title validation, Bill of Ladings, AES/ACE filings, etc.) to avoid penalties.
• Submit shipping instructions for all weekly loaded containers.
• Work with the logistics coordinator to resolve any logistical issues in a timely manner.
• Monitor port cutoffs to prevent rolled containers.
• Organize and prepare loading plans for the warehouse promptly.
• Input warehouse receipts with the relevant information.
• Ensure that bookings are requested ahead of time when possible.
• Meet US Customs requirements by filing ITN Numbers with AES through the internal system.
• Gather necessary information to prepare rates and quotes, and provide rate and transit options to customers.
• Send all required documents to freight carriers in a timely manner.
• Maintain daily communication with the destination team.
• Process weekly container release requests.
• Maintain clear and timely communication with colleagues and clients.
• Ensure warehouse receipts are sent and customers are notified promptly about vehicle arrival status, including sending daily pictures of vehicles.
• Follow up on pending titles and maintain ongoing communication with clients about current title status (at least three times per week).
• Ensure that all vehicle titles and invoices are sent.
• Keep track of shipment statuses and provide updates to customers.
• Understand each assigned customer’s business model and competitive advantages.
• Provide outstanding customer service while prioritizing tasks with urgency and precision.

Required Qualifications

• Problem solving: Ability to think clearly through challenges and reach optimal solutions.
• Strong time management ensuring a steady flow of daily containers.
• Effective communication with a timely and proactive approach.
• Quality management: Demonstrated accuracy and an eye for continuous improvement.
• Initiative and work ethic: A self-starter with a proactive attitude.
• Basic computer proficiency, including MS Word, Excel, and Calendar.
• Familiarity with logistics systems.
• Ability to operate effectively in a fast-paced environment while managing multiple projects simultaneously.
• Bilingual in English/Spanish (read, write & verbal) is a MUST.