Import Coordinator

Job Summary

The Import Coordinator – International Transportation is responsible for coordinating all international inbound and outbound freight shipments, ensuring goods move efficiently, compliantly, and cost-effectively through global supply chains. This role manages ocean, air, and ground transportation related to imports and exports, coordinates with freight forwarders, customs brokers, shipping lines, carriers, and internal departments, and ensures timely delivery to company facilities and customers.

The position oversees shipment documentation, customs clearance processes, carrier communication, and international logistics planning while ensuring compliance with all applicable customs regulations, international trade requirements, and company policies.

The Import Coordinator also performs freight invoice audits to ensure transportation charges, duties, and related costs align with negotiated rates and contracted services.

Additionally, the role supports internal operational processes including shipment tracking, documentation management, and administrative or operational projects as assigned.

Essential Responsibilities & Accountabilities

International Freight Coordination

• Coordinate all international inbound and outbound freight movements via ocean, air, and ground transportation.
• Manage shipments from international suppliers to company facilities and from company facilities to international destinations when applicable.
• Work closely with freight forwarders, customs brokers, shipping lines, and carriers to ensure shipments move according to schedule.
• Monitor international shipments from origin through final delivery.
• Coordinate with all supply chain internal teams including purchasing, customer service, warehouse operations, and accounting to ensure accurate shipment execution.
• Schedule and coordinate delivery appointments with warehouses and receiving facilities.

Import & Export Compliance

• Ensure all shipments comply with applicable import/export regulations and international trade requirements.
• Coordinate with customs brokers to facilitate timely customs clearance of imported goods.
• Review import documentation including:
• • Commercial invoices
  • Packing lists
  • Bills of lading
  • Certificates of origin
  • Import permits and other regulatory documentation
• Ensure proper classification, documentation accuracy, and compliance with U.S. Customs and Border Protection (CBP) requirements.
• Monitor customs holds, inspections, or delays and coordinate resolution with brokers and carriers.
• Maintain records of import/export documentation in accordance with regulatory retention requirements.

Carrier & Forwarder Management

• Work with freight forwarders, steamship lines, airlines, and trucking companies to coordinate international freight movements.
• Evaluate service providers to ensure competitive pricing and reliable service.
• Maintain documentation including contracts, Certificates of Insurance, and service agreements with logistics providers.
• Track and monitor service performance of freight forwarders and carriers.

Freight Cost Management & Negotiation

• Assist in negotiating freight rates with freight forwarders and international carriers.
• Maintain records of negotiated transportation rates and provide rate documentation to accounting for payment verification.
• Track international freight costs on a monthly and annual basis.
• Identify opportunities for cost savings or efficiency improvements within international logistics operations.

Freight Invoice Auditing

• Audit all invoices related to international freight shipments including:
• • Ocean freight
  • Air freight
  • Inland transportation
  • Customs brokerage fees
  • Duties and taxes
  • Accessorial charges
• Verify invoice accuracy against contracted rates, shipment documentation, and services performed.
• Identify billing discrepancies and coordinate resolution with carriers, forwarders, and accounting teams.
• Support freight cost tracking and reporting through accurate invoice validation.

Shipment Tracking & Reporting

• Track international shipments and provide status updates to internal stakeholders.
• Monitor shipment milestones including departure, transshipment, arrival, customs clearance, and final delivery.
• Track logistics performance metrics such as:
• • Transit times
  • Customs clearance delays
  • Carrier performance
  • Freight damage or claims
• Provide regular reporting to management on shipment status, freight costs, and logistics performance.

Operational Support

• Maintain accurate records of shipment documentation and logistics data.
• Coordinate with warehouse teams regarding inbound delivery schedules and container arrivals.
• Inform management of any logistics disruptions, customs delays, or transportation issues.

Special Projects

• Participate in logistics optimization initiatives and international supply chain improvement projects.
• Assist with implementation of logistics systems, procedures, or compliance initiatives.
• Perform additional transportation or logistics-related duties as assigned by management.

Additional Responsibilities

All employees are responsible for:

• Meeting company standards for quality, productivity, and performance.
• Performing work in compliance with all company policies and procedures.
• Following all company safety policies, GMP regulations, and OSHA lockout/tagout requirements.
• Maintaining awareness of food safety practices and hazards relevant to transportation and warehouse operations.
• Participating in internal Food Safety Training programs as required.
• Employee may be required to work remotely and/or after hours and weekends, as needed.

Physical Demands

While performing the duties of this job, the employee is regularly required to:

• Sit for extended periods of time
• Use hands to handle, finger, or operate computer equipment
• Reach with hands and arms
• Communicate verbally and hear clearly

Vision requirements include:

• Close vision
• Distance vision
• Peripheral vision
• Depth perception
• Ability to adjust focus

Qualifications

Education & Experience

• Bachelor's Degree in Logistics, Supply Chain Management, International Business, or related field preferred, OR
• 3–5 years of experience in international logistics, import/export coordination, freight forwarding, or supply chain operations
• Equivalent combination of education and experience may be considered.

Language Skills

• Ability to read and interpret international shipping documentation, customs regulations, and business correspondence.
• Ability to write reports and communicate shipment status effectively to internal and external stakeholders.
• Ability to communicate effectively with freight forwarders, customs brokers, international suppliers, and internal departments.
• Bilingual skills are a plus.

Specialized Knowledge & Skills

• Knowledge of international shipping processes including ocean and air freight
• Familiarity with U.S. import regulations and customs clearance procedures
• Experience working with freight forwarders and customs brokers
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Experience with Warehouse Management Systems (WMS) or ERP systems
• Strong organizational and documentation management skills
• Ability to manage multiple international shipments simultaneously.

Reasoning Ability

• Ability to apply practical problem-solving skills within complex international logistics environments.
• Ability to interpret written, verbal, or diagram-based instructions.
• Ability to manage multiple variables including customs requirements, carrier schedules, and supply chain timelines.

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