Air Export Coordinator

Rhenus Logistics•Des Plaines, IL

About The Position

The Air Export Coordinator will be responsible for managing air export shipments from the initial booking stage through to departure, ensuring all processes are executed accurately and on time. This role involves maintaining constant and proactive communication with a variety of stakeholders including clients, overseas agents, airlines, and vendors. The coordinator will prepare and send essential documents such as pre-alerts and shipping documentation, and provide regular updates on shipment status. A key part of the role includes issuing and meticulously reviewing air waybills, export documentation, and billing documents to ensure accuracy. The position requires monitoring the progress of shipments and relaying real-time updates to all relevant parties. Additionally, the coordinator will arrange for cargo pickups, liaise with trucking partners to ensure timely departures, and negotiate freight rates with carriers while upholding service quality. Client reporting, maintaining shipment records, invoicing, payment approval, cost reconciliation, and managing pending charges are also crucial aspects of this position. The role also entails handling claims and exceptions according to company policies and customer expectations, dispatching and following up on Proof of Delivery (POD) documentation, and promptly closing files with complete operational and financial documentation. Efficient resolution of operational challenges and escalation when necessary are expected, along with supporting additional operational tasks and special assignments.

Requirements

Minimum 3 years of hands-on experience in air export freight forwarding.
Working knowledge of Dangerous Goods (DG) regulations and applicable air freight compliance requirements.
Strong understanding of export documentation, carrier procedures, and international shipping regulations.
Experience coordinating with airlines, overseas agents, and third-party service providers.
High attention to detail with strong analytical and problem-solving capabilities.
Ability to interpret and execute complex shipping instructions accurately.
Customer-focused with clear, professional communication skills.
Strong organizational skills with the ability to manage multiple shipments and deadlines simultaneously.
Financial awareness, including basic cost control, billing accuracy, and margin considerations.
Professional integrity, reliability, and the ability to perform effectively in a fast-paced environment.

Nice To Haves

Degree in Supply Chain Management, Logistics, Business, or equivalent industry experience.

Responsibilities

Coordinate air export shipments from booking through departure, ensuring accurate and timely execution.
Maintain clear and proactive communication with clients, overseas agents, airlines, and vendors.
Prepare and transmit pre-alerts, shipping documentation, and shipment status updates.
Issue and review air waybills, export documentation, and billing documents with accuracy.
Monitor shipment progress and provide real-time updates to stakeholders.
Arrange cargo pickups and coordinate with trucking partners to meet departure schedules.
Negotiate competitive air freight rates with carriers while maintaining service standards.
Prepare and send client reports, maintaining accurate shipment records and status tracking.
Issue invoices, approve payments, reconcile costs, and manage pending charges in accordance with financial procedures.
Handle claims and exceptions in line with company policies and customer expectations.
Dispatch and follow up on Proof of Delivery (POD) documentation.
Close files promptly and ensure all operational and financial documentation is complete.
Resolve operational challenges efficiently and escalate when necessary.
Support additional operational tasks and special assignments as required.