What Does An Export Coordinator Do?

WHAT DOES AN EXPORT COORDINATOR DO?

Updated: Jun 13, 2025 - The Export Coordinator liaises with international clients to clarify export requirements and solve problems, ensuring readiness for import. This position includes coordinating shipments, processing orders via SAP, and managing compliance with global trade regulations. Additionally, the role involves maintaining records, managing hazardous materials, and resolving complex customer issues.

A Review of Professional Skills and Functions for Export Coordinator

1. Export Coordinator Duties

Trade Compliance and Logistics: Oversight of all inbound/outbound international goods including (raw materials, API, excipients, finished drug products, packaging components, and equipment).
Import/Export Coordination: Serve as the Import/Export representative for all new projects involving importing or exporting materials.
Cross-functional collaboration: Work directly with project management and other departments to understand importing or exporting requirements.
Regulatory Support: Provide support to Project Management, Account Management, and Development for any materials requiring import or export.
Compliance Management: Responsible for compliance related to importing and exporting materials for DPI.
Training and Development: Responsible for training the impacted groups on site.
Process Documentation: Ensure that the business has written, up-to-date work procedures to ensure compliance with US and local import and export regulations and the corporate Import and Export Management Systems.
Audit and Discrepancy Resolution: Audit import entry filings, resolve discrepancies, request appropriate corrections, reconcile or protest.
Valuation and Cost Verification: Verify valuation methodology including additions and subtractions such as assists and royalties.
Regulatory Training: Participate in, develop and conduct training activities for individuals and groups pertaining to import and export regulations.
Documentation Compliance: Responsible for gathering requested information and ensuring compliance of documentation to meet US government requirements.
Classification and Licensing: Perform ECCN classification with assistance from Development by US Export Administration Regulations (EAR).
Trade Compliance Oversight: Serve as the Trade Compliance Manager and review vendors and customers that are identified from embargoed countries or on Sanction Party Lists.
Shipping Documentation: Create documentation for international shipments such as Customs invoices, NAFTA certificates, Bills of Lading and/or Shippers' Letters of Instruction, air waybills, Shippers Export Declarations, DEA 486, DEA 236 and Shipper’s Declaration for Dangerous Goods.

2. Export Coordinator Details

Customer Communication: Communicate with foreign customers/clients to clarify requirements & resolve issues with the export of materials to ensure destination country readiness for import.
Logistics Coordination: Coordinate and generate pick tickets for all international shipments to meet customer requirements and service level objectives.
Shipping Management: Prioritize shipping schedule and schedule carriers for pickup.
Order Processing: Process orders using SAP order entry systems to generate all output documents.
Inventory and Order Troubleshooting: Troubleshoot inventory and order problems.
Quality Control: Ensure that the correct items, lots, and quantities are picked, packed, and prepared for transport and loading of freight.
Trade Compliance Liaison: Act as the primary contact and work with the corporate Global Trade Compliance team.
Invoice and Payment Processing: Manage the payment process of all broker invoices, verifying correct classification, duty valuation, and other charges, and forward to Finance for payment, assigning purchase order and project codes for accounting purposes.
Duty Analysis and Compliance: Analyze international shipments for duty relief opportunities for Duty Drawback, Temporary Import Bonds, US Goods Being Returned, and Import for Export shipments.
Export and Import Tracking: Maintain a monthly spreadsheet for all export and import shipments.
Regulatory Compliance: Maintain a Hazardous Materials file for audit purposes.
Proof of Delivery Support: Provide proof of delivery for miscellaneous shipments by internal and external customers.
Hazardous Materials Handling: Process hazardous material shipments, ensuring proper packaging, marking, labeling, and shipping papers to ensure compliance with regulatory requirements.

3. Export Coordinator Responsibilities

Logistics Operations: Understand current procedures of stages of an IF shipment, from booking to delivery.
Compliance and SOP Adherence: Ensure client profiles and specific Standard Operating Procedures (SOP) are maintained and adhered to.
Freight Coordination: Coordinate Export Ocean & Air Freight shipments.
Rate Negotiation: Negotiate rates with carriers.
International Shipping Management: Coordinate offshore shipments to and from foreign countries.
Customer Relationship Management: Establish strong relationships and partnerships with clients at the ground level by providing excellent customer service.
Operational Awareness: Understand and anticipate business and operational needs and react accordingly.
International Communication: Coordinate overseas communications such as documentation requests, shipment follow-ups, schedules, and other information.
Issue Resolution: Ensure that all team files are kept up to date and that any bottlenecks or delays are addressed with the team, escalating to the Operations Manager.
Email and Booking Management: Check emails, assist agents and clients, and handle last-minute bookings and changes.
Data Management: Provide data verification and additional data entry in tracking systems.
Booking Confirmation: Communicate booking confirmation/instructions to the agent.
Billing and Invoicing: Process shipment billing information in the system, create billing invoices, and send them to the appropriate party.

4. Export Coordinator Job Summary

Order Processing: Receive customer orders and enter them onto the database to send confirmation to customers.
Dispatch Planning: Plan monthly dispatches.
Production Monitoring: Monitor the production schedule for on-time delivery.
Customer Communication: Handle customer requests via telephone or email.
Transport Coordination: Coordinate cost-effective transport for collection and delivery.
Export Documentation: Prepare documentation for export.
Letter of Credit Management: Produce letters of credit.
Shipping Instructions: Issue shipping instructions.
Internal Transport Management: Handle internal transport requests.
External Communication: Deliver external communication in a timely manner.
Reporting: Present weekly reports.
Tariff Classification: Control the tariff classification for all exporting goods.

5. Export Coordinator Accountabilities

Export Coordination: Coordinate ocean and air export shipments and complete all related tasks.
Rate and Quote Preparation: Prepare rates and quotes for customers and overseas agents.
Export Documentation: Accurately prepare all export-related documentation and complete routings.
Billing Management: Prepare and forward accurate and timely billing to clients.
Key Account Management: Manage the most complex shipments and/or key clients.
International Trade Knowledge: Develop an understanding of all aspects of Mohawk Global's international trade services.
Document Verification: Receive, review, verify, and process export documentation from overseas agents/customers.
Data Entry and Tracking: Perform data entry into the CargoWise tracking system.
Customs and Delivery Coordination: Inform receiving parties of customs clearance, delivery instructions, and other required information.
Shipment Tracking and Issue Resolution: Track and trace shipments, research and resolve any issues regarding billing or shipping discrepancies, and communicate timely correspondence to both customers and vendors.
Client and Vendor Management: Manage client and vendor profiles.
Customer and Carrier Relations: Collaborate and build relationships with customers, carriers, and agent representatives regarding air and ocean exports to strengthen service competitiveness.

6. Export Coordinator Functions

Order Processing: Enter, process, and follow up on orders received from CSRs.
Export Coordination: Arrange shipments for export orders, including shipping scheduling, space release tracking, material delivery monitoring, goods issues in SAP, and other coordinating tasks needed.
Third-Party Purchase Management: Arrange purchases for third-party purchase materials per guidance from the planner, including PR/PO placement, material preparation/delivery tracking, goods receipt in SAP, and other coordinating tasks needed.
Order Monitoring: Review open order reports and incoming communications (email, faxes, phone calls, etc.) to identify potential problems and issues, with top priority focus on past due and current shipments.
Pre-Shipment Issue Resolution: Investigate, follow up, and resolve pre-shipment issues related to order information, supply, credit, etc.
SAP Order Management: Correct or revise order information in SAP and necessary prior to shipment.
Cross-Functional Communication: Communicate effectively with foreign CSRs and CS/OF leaders, plants and warehouses, supply chain planners and schedulers, credit managers, freight forwarders, corporate resources, business management, sales team, customers, etc.
Shipment Rescheduling: Reschedule existing orders/shipments based on input from customers, ship points, etc.
Shipment Issue Resolution: Investigate, follow up, and resolve issues with order information, credit, freight forwarders, etc., during the shipment process.
Post-Delivery Issue Resolution: Investigate, follow up, and resolve issues with documentation, pricing, transportation, carriers, etc., after delivery.
Export Process Coordination: Perform other coordinating or communication tasks needed to ensure the smooth and successful export order process.

7. Export Coordinator Details

Customs Clearance: Provide clear and accurate clearance instructions for any import, including returning repairs.
Shipment Coordination: Manage the volume in the correct order, ensuring a quick and fluent flow of imports.
Issue Resolution: Check for errors and question the shipper in case of discrepancies to ensure all information and final documentation is correct.
Documentation Management: File and manage documentation within AEO requirements.
Regulatory Compliance: Ensure the Cites document is provided for a compliant import/export flow.
Inventory Support: Apply for Import and re-export Cites, manage stock levels, check expiry dates, and keep Cites stock up to date.
Audit Preparation: Liaise with appointed agents to organize product transport, ensuring necessary documents are available for audits.
Process Improvement: Bring ideas for continuous performance and operations improvement.
Post-Invoice Issue Resolution: Investigate, follow up, and resolve post-invoice issues with overdue payments, payment discrepancies, product quality, etc.
Process Improvement: Support continuous improvement efforts, maintenance of desk procedures, and other responsibilities.

8. Export Coordinator Overview

Order Fulfillment: Manage the order fulfillment process for Asian, European, or Latin American customers, including export order processing from receipt to invoicing.
Export Coordination: Coordinate all transportation and prepare support documents for exports into assigned markets.
Import Monitoring: Monitor exports, global sales, and imports to ensure smooth shipment clearance.
Customs Compliance: Work with the Customs Broker on import and export shipments, verifying commercial invoice details.
Trade Compliance: Support the EMEA Trade Compliance Manager in developing and implementing local compliance policies.
Shipment Tracking: Partner with the Shipping Team, UK Broker, Logistics, and Repair Operations for shipment coordination.
Documentation Management: Conduct import clearance document audits and apply necessary corrective actions while monitoring import logs.
Logistics Support: Work with truckers, warehouses, shipping companies, and clients to manage international shipments.
Returns and Complaint Handling: Enter, process, and follow up on return orders and related customer complaints (including entering customer complaints in the Quality (CQSI) system).
Invoice Correction: Correct invoices in SAP after shipment.

9. Export Coordinator Details and Accountabilities

Customer Service: Works alongside the Export Sales team to provide exceptional customer service to the customer.
Order Management: Handles and responds to all types of customer service issues, including orders, quotes, tenders, and general inquiries.
Tender Management: Maintains a prospect bank of all tenders and collates & analyzes tender data.
Product Sourcing: Sources products from suppliers to fulfill the requirements of tenders, quotes, and orders.
Documentation: Collates & assembles tender documents and prepares export documentation.
Data Entry: Inputs data into the Cargowise operating system.
Cargo Booking: Receives and processes ocean cargo bookings.
Logistics Coordination: Works with truckers and ocean carriers.
File and Invoice Finalization: Finalize files with billing charges, complete billing invoices, and maintain completed folders.
Reporting and Analytics: Provide reporting and analytics for customers.

10. Export Coordinator Tasks

Export Coordination: Coordinate air and/or ocean shipments for export transactions.
Order Tracking: Track order progress daily using the company's operational software.
Documentation: Work with manufacturers to produce compliant shipping documents in time.
Logistics: Ensure the safe transport of goods to overseas buyers.
Customer Communication: Update all parties on dates and information needed to execute orders correctly.
Data Entry: Enter all order information in SAP/operating systems timely and precise manner.
Compliance: Maintain compliance with Export Customs Regulations.
Invoice Processing: Process customer and vendor invoices.
Safety and Regulatory Compliance: Comply with all job-related regulatory, safety, and other training requirements.
Customer Issue Resolution: Resolve complex or difficult customer queries, seeking support and clarification.

Relevant Information

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