Export Documentation Coordinator - INTL

Ravagon Manufacturing • Orlando, FL

11d • Hybrid

About The Position

Export Documentation Coordinators play a key role in the success of Ravago International’s Exports shipments by ensuring that all the documentation meets US Customs and Border Protection Export Regulations and Foreign Country Import requirements. Export Documentation Coordinators are in direct contact with the Steamship lines providing accurate shipping instructions for our shipments, they must have a good understanding of US Export requirements as well as Logistics knowledge and must understand Documentation country exceptions, HS codes, Product descriptions to ensure customers are able to import our products in a timely and cost effective manner with the main goal of avoid discrepancies. They interact with internal and external customers providing the agility, flexibility and necessary expertise to minimize additional costs and they are responsible to solve any challenging Documentation situation that could happen at origin, in-transit or destination promptly to avoid additional fees.

Requirements

• Understanding of Export process
• 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 high level of organization and prioritization
• Proven ability to work well within a team and promote strong working relationships while maintaining 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 at multitasking
• Proactive Approach and Accountability
• 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 Bachelor’s degree or equivalent work experience required.
• 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.
• Proficiency in Microsoft Office: specifically Outlook, Word, and Excel with the aptitude to quickly learn and understand additional applications
• Valid driver’s license – required
• Proficiency in English required

Nice To Haves

• Familiarity with international documentation (Commercial Invoice, Packing List, Certificate of Origin) helpful.
• Bi-Lingual – Spanish or Portuguese is a plus.

Responsibilities

• Utilize multiple resources to obtain information pertaining container activity such as: Ocean Carrier websites, Port Terminal websites, internal inboxes and network shares, warehouse reports and Tableau dashboards to determine timing and deadlines for creating Master Shipping Instructions needed for the Ocean Bill of Lading.
• Audit Warehouse Bill of Lading for accuracy against Loading Instructions, determine discrepancies, and decide if a dispute is needed.
• Calculate the financial impact and decide whether to request a documentation extension or issue temporary instructions to the Ocean Carrier to reserve space and meet deadlines.
• Develop and maintain good relationships with all Ocean carriers, leveraging these relationships for escalations.
• 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 attention to the Consignee to ensure the right party takes title of goods and the contract is released correctly. Assure specific country requirements are met and request corrections if needed.
• Provide release instructions to the Steamship line for the Bill of Lading upon payment confirmation, understanding different release types accepted by destinations.
• Comply with US Customs record retention laws by ensuring the appropriate set of export documents are uploaded to the system repository.
• Examine and analyze additional logistic costs and Ocean rates to ensure they coincide 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 to prevent discrepancies.
• Weigh financial risks 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, to avoid substantial liability.
• Assist in proactive duties to successfully execute rush orders, stimulate sales, achieve sales volume targets, and maintain/improve internal customer satisfaction.
• Actively problem-solve by seeking better alternatives for performing assigned tasks through rational assessments and logical conclusions.
• Assist 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