Export Documentation Coordinator - INTL

Ravago Americas • Orlando, FL

7d • 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
• Familiarity with international documentation (Commercial Invoice, Packing List, Certificate of Origin) 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 high level of organization and prioritization
• Proven ability to work well within a team and promote strong working relationships meanwhile 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

• 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 the creation of the Master Shipping Instructions needed for elaboration of the Ocean Bill of Lading.
• Audit for accuracy of the Warehouse Bill of Lading to match the Loading Instructions sent by Ravago, determine if discrepancies are present and decide if a dispute is needed.
• Leverage Logistical knowledge to calculate the financial impact and decide whether a documentation extension should be requested or temporary instructions should be issued to the Ocean Carrier in order to reserve space and meet deadlines.
• Develop and maintain good relationships with all Ocean carriers, leveraging such relationships at times when escalations are needed.
• Obtain a Draft of the Ocean Bill of Lading Contract from Ocean Carriers. Review contract for accuracy ensuring every detail is correct, such as: Ocean Freight amount, Container numbers, Seal numbers, weights, delivery address, notify party, product description, along with the product’s US Department of Commerce Schedule B classification and US International Trade Commission Harmonized Tariff Schedule. Pay particular attention to the Consignee of the Ocean Bill of Lading to ensure the right party takes title of the goods and the contract is released to the correct party and location. Additionally, assure that any specific country requirements are met, and request corrections if needed.
• Provide release instructions to the Steamship line for our Bill of Lading upon payment confirmation, must be familiar with the different release types accepted by the different 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 all additional logistic costs and Ocean rates associated with these shipments to ensure they coincide with our contracted rates and determine if a dispute is needed.
• Ensure accurate and timely depletion of inventory from Ravago International’s business systems by ensuring product allocated to sales orders, its corresponding quantities and lot numbers are accurate to prevent Inventory discrepancies.
• Leverage logistic expertise to weigh the financial risks and decide whether to accept last minute changes or modifications to Ocean Bills of Lading, communicating these changes to Ocean carriers.
• When changes to the final Title Document occur after the Original Bill of lading has been issued, ensure the Original document is either voided or returned to the Ocean Carrier.
• Assist in all proactive duties aimed at successfully executing rush orders to help stimulate soft sales and achieve committed sales volume targets while maintaining and improving internal customers satisfaction.
• Actively problem solve by seeking better alternatives for performing assigned tasks by making rational assessments of options and reaching logical and accurate conclusions from available information.
• Contribute to the groups 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