Main Responsibilities and Required Skills for an Export Coordinator
An Export Coordinator is a professional who serves as the linchpin in the complex and dynamic world of international trade. Charged with facilitating the seamless movement of goods across borders, Export Coordinators play a pivotal role in ensuring compliance, efficiency, and customer satisfaction. In this blog post, we'll explore the primary responsibilities and the most in-demand hard and soft skills that define success in the role of an Export Coordinator.
Get market insights and compare skills for other jobs here.
Main Responsibilities of an Export Coordinator
The following list describes the typical responsibilities of an Export Coordinator:
Address
Address and resolve shipping discrepancies.
Adhere to
Adhere to proper Routing of Shipments according to client instructions.
Administer
Administer all export documents prepared.
Answer
Answer all emails pertaining your island before clocking out time.
Arrange
Arrange booking of ocean vessels and drayage for export containers and update systems accordingly.
Arrange for pickup and movement of freight to gateways.
Arrange transportation for goods.
Assist in
Assist and monitor domestic shipments.
Assist external and internal customers with the international shipment process.
Assist in the preparation of packing lists.
Assist other team members as needed to ensure timely completion of work.
Assist the day-to-day operations of the team members to ensure that customer requirements are met.
Assist to any releases or consolidation or any customer needs when in presence.
Assist with additional lane set up as required by customer.
Assist with inventory management and creating schedule for all shipments per forecast.
Attend
Attend customer meetings, trade shows and sales meetings where possible.
Book
Book cargo with transportation companies.
Build
Build customer relationships and provide excellent customer service.
Clarify
Clarify invoice and work order discrepancies, correcting when needed.
Classify
Classify products for proper tariff application.
Close
Close Air waybills timely to meet gateway and airline cutoffs.
Collaborate with
Collaborate with sales and production teams.
Communicate
Communicate effectively with internal departments, regional branches and external contacts.
Communicate information and instructions to / from vendors.
Communicate with customers, staff and vendors.
Communicate with freight forwarders and carriers.
Confirm
Confirm bookings and obtain appropriate approvals before relaying information internationally.
Coordinate
Coordinate and facilitate international shipments.
Coordinate arrangements for shipment delivery.
Coordinate communication between all parties to ensure customer requirements are met.
Coordinate functional logistics staff internally to facilitate land based freight movements.
Coordinate moves in the most cost-effective manner possible.
Coordinate shipments with Shippers and Receivers.
Coordinate the flow of cargo from receiving to export and on island landing.
Coordinate with customs brokers for clearance.
Coordinate with quality control for product inspections.
Coordinate with transportation on all new customers, lanes.
Coordinate with warehouse for product readiness.
Correct
Correct billings and issue debit and credit memos for customers.
Create
Create a daily schedule of all outbound export shipments.
Develop
Develop and maintain reporting tools to support business decisions.
Ensure
Ensure accuracy and compliance to instructions.
Ensure accurate and timely invoicing.
Ensure an efficient and timely service.
Ensure approval of billing.
Ensure compliance with export regulations.
Ensure cost-effective rates with service providers to ensure maximum profitability.
Ensure that file contains all necessary document copies in proper sequence.
Ensure that highest level of data quality and integrity by processing shipment accurately.
Evaluate
Evaluate and select shipping methods.
Evaluate carrier performance and issue service exceptions when needed.
Execute
Execute daily checks of interfaces in SAP.
Facilitate
Facilitate the shipment of cargo via overseas transport.
Follow-up
Follow-up on delays and expedite shipments.
Follow-up with customers to resolve inquires.
Generate
Generate and submit required export documentation.
Generate delivery orders and shipping labels as needed.
Handle
Handle the preparation of documents based on Letter of Credit requirements.
Help
Help research and resolve operational problems.
Identify
Identify problems and proactively resolve any issues to minimize impact to client and Agility.
Implement
Implement cost-saving measures in logistics.
Implement, document, and maintain records for all export control procedures.
Improve
Improve internal systems and procedures on an ongoing basis.
Initial
Initial setup of export shipments.
Initiate
Initiate corrective actions for any deviation or noncompliance related to the facility CECP.
Issue
Issue documents such as B / L, Dock Receipt, Booking Order, C.O., etc..
Issue resolution with customers and forwarders requiring immediate action.
Issue statistical or detailed reporting for customers as requested.
Learn
Learn and apply U.S. Government regulations.
Leverage
Leverage 3rd party suppliers to manage daily activities (order entry, BOL changes, etc).
Maintain
Maintain and update CMP, rate sheets, etc..
Maintain communication with vendor, customer, and carriers.
Maintain knowledge of changing tariffs, rates contracts and promotions.
Maintain liaison with other departments for timely and proper shipment completion.
Maintain relationships with international partners.
Make
Make decisions concerning product disposition, including product destruction.
Manage
Manage and optimize export processes.
Manage daily emails / phone calls from customers as well as freight forwarders.
Minor
Minor accounting and Data Entry.
Negotiate
Negotiate shipping rates and contracts.
Oversee
Oversee special projects.as needed.
Participate in
Participate in export compliance audits.
Participate on cross functional team projects.
Perform
Perform other administrative tasks.
Prepare
Prepare and analyze export reports.
Prepare and assemble all documents as necessary for air exports.
Prepare and review shipping documentation.
Prepare and submit export permits.
Prepare customer order proforma (sales contract).
Prepare export shipments for assigned customers.
Prepare necessary documentation to ensure uninterrupted transport of product.
Prepare other documents as required by customer.
Prepare price quotations on outbound air export freight.
Prepare, route, and cut air bills and manifests.
Prepare shipper export customs declaration (CERS and ACE)
Produce
Produce fast and accurate documentation / delivery instructions.
Provide
Provide direct oversight over all export clerks.
Provide guidance on shipping best practices.
Provide professional, high quality customer service by direct customer contact.
Provide shipping quotes to clients.
Provide superior, timely customer service.
Provide training on export procedures.
Provide Warehouse with loading docs.
Rate
Rate and route air export traffic.
Request
Request quotations from freight forwarders and trucking services for shipments.
Resolve
Resolve customer, internal, operational problems and implement preventative measures.
Resolve issues related to customs and logistics.
Respond to
Respond to customer inquiries and concerns.
Scan
Scan all invoices and supported documents into GDZ document tab.
Stay informed about
Stay informed about trade regulations and policies.
Supervise
Supervise shipping and receiving activities including picking and packing of customer orders.
Trace
Trace shipment through transit points up to final destination and advice customer service as needed.
Track
Track and monitor shipment progress.
Track and trace shipments on a daily basis and create customer specific reports.
Troubleshoot
Troubleshoot all problems – handling irregularities and preventing recurrence.
Understand
Understand the operational process flow and constantly seeking improved ways for efficiency.
Update
Update and maintain customer records.
Validate
Validate and confirm all ocean / air shipments bookings.
Verify
Verify OBL and payment requirements prior to shipment release.
Work with
Work with orders that are through ‘Letters of Credit'.
Work with the plant and carriers to have orders picked up in a timely manner.
Work with the plants and carriers to schedule orders in a timely manner.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Export Coordinator:
Proficiency in preparing and reviewing shipping documents.
Knowledge of export regulations and compliance requirements.
Familiarity with software for tracking and managing shipments.
Understanding of customs procedures and clearance processes.
Knowledge of laws governing international trade.
Skill in classifying products for accurate tariff application.
Ability to manage and optimize export logistics.
Skill in negotiating shipping rates and contracts.
Excellent customer service skills for addressing inquiries and concerns.
Ability to prepare and analyze export reports.
Skill in ensuring accurate and timely invoicing.
Understanding of products for effective export coordination.
Ability to arrange and manage transportation for goods.
Knowledge of coordinating with quality control for inspections.
Ability to implement cost-saving measures in logistics.
Familiarity with and ability to provide guidance on shipping best practices.
Proficiency in software used in international trade.
Knowledge of communication tools for international coordination.
Skill in identifying and mitigating risks in export processes.
Ability to participate in export compliance audits.
Most In-demand Soft Skills
The following list describes the most required soft skills of an Export Coordinator:
Clear and effective communication with various stakeholders.
Effective problem-solving in resolving shipping discrepancies.
Ability to adapt to changing regulations and logistics challenges.
Efficient time management for meeting shipment deadlines.
Meticulous attention to detail in documentation and processes.
Strong negotiation skills for securing favorable shipping terms.
Collaborative skills for working with cross-functional teams.
Sensitivity to cultural nuances in international business.
Leadership qualities for guiding export-related initiatives.
A commitment to staying updated on evolving trade practices.
Conclusion
By mastering these responsibilities and developing the required hard and soft skills, Export Coordinators can navigate the complexities of global trade, ensuring the smooth and efficient movement of goods across borders and contributing to the success of businesses in the international market.
