Import Coordinator

King Ocean•Sweetwater, FL

2d•Onsite

About The Position

The Import Coordinator is responsible for ensuring the timely and efficient importation of goods, including customs clearance and delivery to the final destination. This role involves coordinating with multiple parties, including consignees, customs brokers, destination warehouses, trucking companies, and U.S. Government agencies. The position requires strong organizational and communication skills to serve as a single point of coordination between customers (internal and external), U.S. Customs and Border Protection, and other government agencies to ensure service commitments are achieved and maintained in accordance with company objectives. The Import Coordinator will provide excellent and timely customer service by proactively informing clients of the status of their shipments using judgment and knowledge. They will receive, review, and process documentation for an assigned base of accounts, and process documents through the system, interfacing with all other systems to provide updates and communications for internal and external customers to produce timely and compliant transactions. This role also involves obtaining release and other government agency releases as appropriate, arranging receiving or delivery, and ensuring invoicing for services is completed accurately and within the timeframe consistent with the account and company policy. Additional duties include processing other requirements for compliant release and timely delivery and receipt of shipments after release, including OGA release, cargo delivery set-up, and client invoicing. The Import Coordinator will also manage Arrival Notices daily to determine whether freight is arriving as expected and ocean documents are received within the specified time standard.

Requirements

Three (3) years of experience relevant to the ocean transportation industry in customer service and/or logistics.
Intermediate computer skills with MS Word, Excel, Outlook.
Intermediate to advanced skills in English and Spanish in order to communicate with customers and out port offices, both written and verbally.
Organized individual; ability to prioritize.
Excellent customer service skills.
Ability to establish and maintain effective working relationships with customers and fellow employees and must be able to work under pressure while maintaining an upbeat and professional demeanor.
Ability to follow procedures and instructions.
Ability to work with limited supervision; strong initiative.

Responsibilities

Ensure that all pertinent documentation per shipment received are filed in the shared outlook folder in the proper vessel for record keeping and retrieval.
Respond to calls and emails in a timely and professional manner to include communicate verbally and in writing with customers and with coworkers in the US and abroad with tact, courtesy, and in a positive manner.
Perform review of documentation to ensure that all out ports adhere to government regulations.
Check that cargo is properly released by government agencies.
Coordinate with credit and collections on the handling of customers with credit and any necessary corresponding payments.
Review bills of lading, delivery orders, and ocean freight payment plus any additional charges prior to release. Coordinate for additional charges.
Schedule delivery date and times and release to transportation teams.
Inform the refrigeration mechanics of all equipment that is to be delivered over the road and by railroad in order to prepare for transportation.
Inform customers of any delays and/or damages.
Close all vessels within the time frame provided by U.S. Customs for cargo releases.
Prepare G.O. Paperwork for all the cargo that has not been cleared within the time provided by U.S. Customs. Send all cargoes to appropriate G.O. warehouse.
Prepare paperless documentation (CF7512) and validate with U.S. Customs by transmitting the bonds and monitor releases in the system.
Keep transportation department informed of bond numbers.
Make sure that USDA properly releases all cargoes. Inform customers/brokers of any cargo held by USDA. Assure that the customer is informed if fumigation is required.
Coordinate with operations to schedule re-stacking crew. If a major re-stacking is required, request from Reefer department another refrigerated equipment to load the overflow. Prepare work order for the operations department for the re-stacking.
Send the reefer department notification in regards to temperature setting.
Coordinate with dispatch the move to the fumigation site and release it in the system to them.
Coordinate with the USDA fumigation inspector when the fumigation process is completed. Inform customer and send pick up instructions via computer to dispatch. Inform auditing department of additional charges.
Heavy phone communications answering any questions and informing customers of situations. Helping customers with U.S. Custom’s clearances, USDA procedures, etc.
Coordinate transfers of damaged equipment with operations. Obtain authorization from customers and contact claims department for surveyor to be present when necessary.
Coordinate availability for the LTL cargo with the warehouse. Releasing cargo to the warehouse.