Reports To: Logistics Manager

Job Purpose

The Import & Export Coordinator is responsible for managing and coordinating all import and export activities to ensure the timely, cost-effective, and compliant movement of goods across international borders. The role ensures compliance with customs regulations, trade laws, company policies, and customer requirements while maintaining accurate documentation and communication with suppliers, freight forwarders, customs authorities, and customers.

Key Responsibilities

Import Operations

• Coordinate and monitor all import shipments from suppliers to company facilities.

• Ensure timely clearance of imported goods through customs.

• Prepare and verify import documentation, including:

  • Commercial Invoices

  • Packing Lists

  • Bills of Lading/Air Waybills

  • Certificates of Origin

  • Import Permits

  • Insurance Documents

• Liaise with customs brokers and freight forwarders to resolve clearance issues.

• Track shipments and provide status updates to relevant departments.

• Verify import duties, taxes, and other charges.

Export Operations

• Coordinate export shipments to international customers.

• Prepare and process export documentation in compliance with destination-country requirements.

• Arrange transportation and shipping schedules.

• Ensure timely delivery of export orders.

• Coordinate with customers regarding shipment schedules and documentation requirements.

• Monitor export compliance and trade regulations.

Customs & Regulatory Compliance

• Ensure compliance with local and international customs regulations.

• Maintain knowledge of import/export laws, tariffs, and trade agreements.

• Verify HS Codes (Harmonized System Codes) and product classifications.

• Ensure proper record keeping for audits and regulatory inspections.

• Support applications for permits, licenses, and regulatory approvals.

Logistics Coordination

• Coordinate with freight forwarders, shipping lines, airlines, transport providers, and customs agents.

• Negotiate freight rates and service agreements where required.

• Monitor shipping costs and recommend cost-saving opportunities.

• Resolve shipment delays, claims, and transportation issues.

Documentation & Reporting

• Maintain accurate import/export records and databases.

• Prepare shipment reports and logistics performance reports.

• Ensure all shipping documentation is properly filed and archived.

• Reconcile freight invoices and customs-related charges.

Stakeholder Communication

• Communicate effectively with:

  • Suppliers

  • Customers

  • Customs Authorities

  • Freight Forwarders

  • Government Agencies

  • Internal Departments

• Provide regular updates on shipment status and compliance matters.

Working Conditions

• Office-based role with occasional visits to warehouses, customs offices, and logistics facilities.

• May require extended hours to manage urgent shipments and customs deadlines.

• Interaction with international suppliers and customers across different time zones.

Authority Levels

The Import & Export Coordinator is authorized to:

• Coordinate shipment bookings.

• Liaise with customs brokers and freight forwarders.

• Verify shipping documentation.

• Recommend logistics service providers.

• Escalate compliance and customs issues to management.

Educational requrements

• Bachelor's Degree or Diploma in:

  • Logistics

  • Supply Chain Management

  • International Trade

  • Business Administration

  • Commerce

  • Related field

Personal Attributes

High integrity and professionalism. Customer-focused mindset. Proactive and self-motivated. Ability to manage multiple priorities. Team player with strong collaboration skills.

Core Competencies

Attention to detail. Strong organizational skills. Problem-solving ability. Negotiation skills. Analytical thinking. Time management. Communication and interpersonal skills. Ability to work under pressure and meet deadlines.

Skills & Competencies

Technical Skills

ERP systems (SAP, Oracle, Microsoft Dynamics, or equivalent). Microsoft Office Suite (Excel, Word, PowerPoint). Logistics and shipment tracking systems.

Knowledge Requirements

• International trade regulations.

• Customs clearance procedures.

• Incoterms (latest version).

• Freight forwarding processes.

• Import and export documentation.

• Tariff classification and HS Codes.

• Shipping and transportation management.

• Supply chain and logistics principles.

Experience

• 3–5 years of experience in import/export operations, logistics, or international trade.

• Experience working with customs regulations and shipping documentation.

• Experience in manufacturing environments is preferred.