Export Documentation Coordinator - INTL

Ravago Americas • Orlando, FL

12d • Hybrid

About The Position

Export Documentation Coordinators are crucial to the success of Ravago International’s export shipments, ensuring all documentation complies with US Customs and Border Protection Export Regulations and foreign country import requirements. This role involves direct communication with steamship lines to provide accurate shipping instructions. The coordinator must possess a strong understanding of US export requirements, logistics, and country-specific documentation exceptions, HS codes, and product descriptions to facilitate timely and cost-effective customer imports while minimizing discrepancies. They interact with internal and external customers, providing agility, flexibility, and expertise to reduce additional costs and promptly resolve challenging documentation situations at origin, in-transit, or destination to avoid extra fees.

Requirements

• Understanding of Export process
• Familiarity with international documentation (Commercial Invoice, Packing List, Certificate of Origin) is helpful.
• Excellent communication skills, both written and verbal
• Proficiency in Microsoft Office: specifically Outlook, Word, and Excel with the aptitude to quickly learn and understand additional applications
• Willingness to adapt in an evolving environment
• Ability to maintain a high level of organization and prioritization
• Proven ability to work well within a team and promote strong working relationships while maintaining a professional attitude and positive outlook
• Capacity to produce a large quantity of error-free work in a timely fashion
• Innate sense of urgency that provides proactive and consistent work
• Strong planning and analytical skills
• Understanding of International Commercial Terms (INCOTERMS)
• Excellent interpersonal and problem-solving skills
• Good multitasking ability
• Proactive Approach and Accountability
• Ability to work well under pressure
• Adaptable / Flexible
• Able to efficiently work under minimal supervision
• A college degree in Supply Chain or Logistics and/or at least 3 years of Freight Forwarding or similar Maritime supply chain experience is required, OR a Bachelor’s degree or equivalent work experience is required.
• Valid driver’s license
• Proficiency in English required

Nice To Haves

• Freight forwarder experience preferred.
• Equivalent International Trade experience obtained internally at Ravago.
• Experience working effectively with transport service providers.
• Experience in trading, resale, distribution and supply chain preferred.
• Bi-Lingual – Spanish or Portuguese is a plus.

Responsibilities

• Utilize multiple resources (Ocean Carrier websites, Port Terminal websites, internal inboxes, network shares, warehouse reports, Tableau dashboards) to gather container activity information and determine timing/deadlines for creating Master Shipping Instructions for the Ocean Bill of Lading.
• Audit Warehouse Bill of Lading for accuracy against Ravago's Loading Instructions, identify discrepancies, and determine if a dispute is necessary for accurate declaration to US Customs and Border Protection and for Master Shipping Instructions.
• Calculate financial impact using logistical knowledge to decide whether to request a documentation extension or issue temporary instructions to the Ocean Carrier to reserve space and meet deadlines.
• Develop and maintain strong relationships with Ocean carriers, leveraging these relationships for escalations when needed.
• Obtain and review Draft Ocean Bill of Lading Contracts from Ocean Carriers for accuracy, ensuring details like Ocean Freight amount, Container numbers, Seal numbers, weights, delivery address, notify party, product description, US Department of Commerce Schedule B classification, and US International Trade Commission Harmonized Tariff Schedule are correct. Pay close attention to the Consignee to ensure correct title transfer and release of the contract. Ensure specific country requirements are met and request corrections to avoid potential fines up to USD $10,000 per incident plus destination fees.
• Provide release instructions to the Steamship line for the Bill of Lading upon payment confirmation, understanding different release types accepted by various destinations.
• Comply with US Customs record retention laws by uploading the appropriate export documents to the system repository.
• Examine and analyze additional logistic costs and Ocean rates to ensure they align with contracted rates and determine if a dispute is needed.
• Ensure accurate and timely depletion of inventory from Ravago International’s business systems by verifying product allocation, quantities, and lot numbers for sales orders to prevent inventory discrepancies.
• Weigh financial risks using logistics expertise to decide whether to accept last-minute changes or modifications to Ocean Bills of Lading, communicating these changes to Ocean carriers.
• Ensure the Original Bill of Lading is voided or returned to the Ocean Carrier when a new duplicate Title Document is created after the Original has been issued, as this presents a substantial liability equal to the cargo's total value.
• Assist with proactive duties to successfully execute rush orders, stimulate sales, achieve sales volume targets, and improve internal customer satisfaction.
• Actively problem-solve by assessing options and reaching logical conclusions from available information to find better alternatives for performing assigned tasks.
• Contribute to group success by assisting with coverage during absences.
• Stay up-to-date on developments related to the company, profession, resources, and technology.
• Perform all other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level