Operations Coordinator

SUMMARY: 

The Export Logistics Coordinator plays a vital role in coordinating and overseeing the export logistics operations of a company. They are responsible for ensuring smooth and efficient transportation of goods from the company's location to international markets. This role requires strong organizational skills, attention to detail, and knowledge of international shipping and customs regulations. The Export Logistics Coordinator works closely with various internal departments, such as sales, purchasing, and warehousing, as well as external stakeholders, including freight forwarders, customs brokers, and carriers.

DUTIES AND RESPONSIBILITIES:

1.    Coordinate and manage all aspects of export logistics, including scheduling, documentation, and customs compliance.

2.    Communicate with carriers, overseas agents, and customers via telephone and email.

3.    Take booking requests and export customer service calls.

4.    Establish contact with the agents at the points of origin to obtain all pertinent information on the cargo.

5.    Prepare shipping documents and send pre-alerts.

6.    Request documents as required.

7.    Identify the type of merchandise and the modality that will be used for transportation.

8.    Ensure that he/she has the most current buying/selling rates for every shipment.

9.    Coordinate the inspection of shipments in the warehouse as needed to ensure that the shipping documents correspond to the actual shipments.

10.    Create quotations for customers’ request.

11.    Handle accounting processes accurately and in a timely manner as they apply to the export department.

12.    Track customer calls for instruction.

13.    Consult and timely respond to customer requests through e-mail or telephone. 

14.    Coordinate movements of merchandise with airline, drivers, etc.

15.    Coordinate, request and, if necessary, pay "import fees".

16.    Coordinate and ensure the receipt of goods in the warehouse.

17.    Notify the customer about the state of cargo or merchandise.

18.    Coordinate cargo dispatch from warehouse to client.

19.    Coordinate with freight forwarders to arrange transportation of goods, negotiate rates, and ensure on-time delivery.

20.    Monitor and track shipments, providing regular updates to internal stakeholders and customers, ensuring timely and accurate delivery.

21.    Maintain and update shipping records, tracking systems, and databases to ensure accurate and accessible information.

22.    Resolve any shipping-related issues, such as delays, damages, or discrepancies, by coordinating with relevant parties and implementing corrective actions.

23.    Stay updated on international trade regulations, customs procedures, and shipping trends to ensure compliance and recommend process improvements.

24.    Collaborate with internal teams to optimize export logistics processes and identify cost-saving opportunities.

25.    Provide consistent outstanding customer service.

QUALIFICATIONS:

1.    2 years of proven experience working in export logistics or a similar role, preferably in an international business environment.

2.    Familiarity with international trade regulations, customs procedures, and shipping documentation requirements.

3.    Knowledge of Incoterms and import/export compliance regulations is highly desirable.

4.    Fluency in written and spoken English, with additional language skills being advantageous.

5.    Strong problem-solving and critical-thinking skills.

6.    Strong organizational and multitasking skills, with the ability to prioritize and manage multiple projects and deadlines simultaneously.

7.    Attention to detail and accuracy in preparing shipping documents and ensuring compliance with international trade regulations.

8.    Excellent communication and interpersonal skills to work effectively with internal teams, external partners, and customers.

9.    Proficient in using shipping software and systems to track shipments, generate reports, and maintain accurate records.

10.    In-depth knowledge of international shipping regulations, customs procedures, and freight forwarding processes.

11.    Problem-solving and decision-making skills to address shipping issues and implement appropriate solutions.

12.    Strong computer skills, including proficiency in Microsoft Office Suite.

13.    Ability to work independently and as part of a team, demonstrating flexibility and adaptability in a fast-paced and dynamic environment.

14.    Strong analytical skills to analyze shipping data, identify trends, and provide insights for process improvements.