What Does An Import and Export Coordinator Do?

WHAT DOES AN IMPORT AND EXPORT COORDINATOR DO?

Published: Aug 14, 2025 - The Import and Export Coordinator oversees international and domestic freight transactions by managing bookings, preparing documentation, and ensuring timely shipments through coordination with vendors, partners, and project teams. This role involves maintaining accurate shipping records, processing invoices, and monitoring compliance with company and regulatory requirements. The coordinator also handles inventory tracking, generates reports, and manages returns and warranty shipments to support efficient hardware deployment.

A Review of Professional Skills and Functions for Import and Export Coordinator

1. Import and Export Coordinator Duties

Air Coordination: Coordinate transit air shipments
Air Shipment: Coordinate Air Import/Export shipments
Email Response: Answering and responding to e-mail requests timely manner
Document Preparation: Preparing international outbound consolidations and documents and executing AES functions
Transit Documentation: Execute 7512 documents for transit shipments
Report Updating: Updating Special Tracking and Accounting Reports for Customers
Shipment Dispatching: Dispatching of shipments via air and ground
Shipment Tracking: Tracking and tracing of shipments
Cargo Coordination: Coordination of inbound/outbound cargo flow
Warehouse Management: Management of Warehouse functions for Gateway
Flight Scheduling: Working with inbound/outbound airlines' scheduling
Trucking Coordination: Coordination with on-forwarding trucking to other gateways
Cargo Handover: Handover of cargo to the import department

2. Import and Export Coordinator Details

Client Coordination: Coordination with the client regarding the dispatch of cargo
Carting Instruction: Instruct the operation staff on the carting
Cargo Monitoring: Follow the shipment with the operation staff, the shipping company, up to hand over the cargo
Document Dispatch: Tracking and dispatching the original documents with the document assistant
Status Reporting: Follow the daily status report for the export shipments
Shipment Planning: Planning of LCL and FCL shipments
Line Coordination: Coordination with shipping lines, transporters and operation staff
CHA Communication: Shipment status and planning vessel details from CHA
Document Handling: Handling export shipment documents
Consignee Coordination: Coordinate with the destination consignee and freight forwarder
Report Maintenance: Maintain a daily status report for the shipments
Tool Planning: Planning for tools/equipment from the current location to another location
Pickup Planning: Materials pick up planning from the local supplier
Shipment Updates: Updating shipment status to respective clients on phone calls as well as through email
Customs Coordination: Coordinating with the docks staff regularly for customs clearance activities
Freight Follow-up: Doing regular follow-up with clients nominated freight forwarders for various issues, e.g. like stuffing plan, vessel schedule, B/L copy, etc.
Partner Coordination: Coordinate with overseas business partners

3. Import and Export Coordinator Responsibilities

Customs Knowledge: Developing and using knowledge of post-Brexit customs, duty and transport regulations for both importing and exporting to countries
Advisor Relations: Developing relationships with external advisors including trade bodies, consultants, freight forwarders and third-party logistics providers, to prevent problems and find solutions
Payment Verification: Ensuring correct payment terms have been used
Compliance Check: Ensuring product declarations of conformity from suppliers are obtained and are compliant with customs regulations
Transport Negotiation: Negotiating and organising transport movements with a vast contact base of subcontractors
Cost Control: Ensure solid cost control through the arrangement of transport solutions at a low rate, without compromising on quality
Route Planning: Recording and planning both air and sea transport routes in line with SLA agreements
Customer Queries: Complete and respond to all customer queries surrounding transport solutions
Sender Liaison: Liaising effectively with both sender and receiver
Customer Service: Providing an excellent customer service experience
Import Processing: Processing relevant Import documentation
Customs Entry: Customs clearance and entry within the customs system
Record Updating: Updating and maintaining records with speed and accuracy
Sales Support: Assisting the sales team to quickly resolve shipping queries and offer excellent customer service
Data Integrity: Monitor and ensure the integrity of all relevant system data

4. Import and Export Coordinator Job Summary

Import Reporting: Weekly Import Activity Report and BP Weekly Forecast for Products and Parts from the company system
Order Approval: Submit Weekly Order Approval to senior management and generate POs per facility
ISF Reconciliation: Review ISF Data and reconcile it with the booking made with the carrier/forwarder at the origin
HTS Classification: Categories items using the HTSUS and advises the product development team on duty rates for new items
Binding Ruling: Complete a Binding Ruling for products with no defined classification in the HTSUS
Import Processing: Receives Import documents and starts import processing
PSC Analysis: Analyze entry summary and be able to make recommendations for Post Summary Corrections (PSC)
Invoice Auditing: Audit freight forwarders/brokers' invoices and dispute
Cost Analysis: Performs cost analysis on transportation expenses and recommends modifications to meet industry “best practice”
Export Management: Manages export shipments for the territory of international distributors
Market Insight: Utilizes specific knowledge of the international transportation logistics market, trends and capabilities to identify areas for cost reductions and saving opportunities
Spec Monitoring: Monitor the release of new specs and account for the different import parts
Invoice Creation: Create commercial invoices and packing lists for export shipments
Estimate Submission: Create weekly 3461 Estimates and 7501 Invoice and submit to brokers
Department Support: Assist different departments with Import and Export needs
Shipment Tracking: Track shipments and update all parties concerned

5. Import and Export Coordinator Accountabilities

Shipment Monitoring: Monitor all inbound ocean shipments and notify affected parties of any delays/issues
Delivery Confirmation: Work with the steamship line to confirm delivery addresses
Unloading Coordination: Ensure Attwood can receive direct ocean shipments to be unloaded in a timely fashion
ETA Notification: Monitor inbound containers to alert the Attwood receiving team for estimated delivery
Warehouse Coordination: Ensure the outside warehouse can receive inbound deliveries of containers
Transfer Planning: Work with the outside warehouse to coordinate deliveries to Attwood after containers have been emptied
Cost Management: Ensure containers are being moved from the rail yard before the last free day and manage exceptions to reduce the amount of additional costs being incurred
Payment Processing: Work to ensure payments are set up and paid on time
Timely Shipping: Work with the supply chain team to ensure products are being shipped/delivered in a timely fashion
Clearance Support: Work with Mercury/freight forwarder on inbound clearance issues
Delivery Orders: Issue delivery orders to dray carriers, confirming delivery addresses for containers
Receiving Communication: Communicate with the receiving department regarding incoming shipments
Compliance Requests: Assist the supply chain team with trade compliance requests (COO solicitation)
Cross-functional Support: Work closely with all other support functions, including Sales, Finance, Procurement and Engineering, to gather information and support
Compliance Controls: Develop, maintain and adhere to compliance controls and propose recommendations for improvements
Order Management: Manage the full ordering process of the assigned international supply base from order placement using MRP reports and analysis, through delivery of the product
Inventory Optimization: Minimize customer backorders and improve on-time delivery while maintaining optimal inventory levels
Availability Updates: Provide information on product availability to production, customer service and other departments

6. Import and Export Coordinator Functions

Admin Support: Perform administrative support for order fulfilment and deliveries
Customer Liaison: Liaise and follow up with customers and agents on shipments
Stock Counting: Conduct stock count and manage inventory of all Spares in the Warehouse
Inventory Tracking: Keep Track of Spares taken out from the warehouse and same used or returned to the Warehouse
Shipment Tracking: Keep Track of incoming shipments for all Spares and the inventory of the same
Freight Liaison: Liaise with Freight Forwarder for Customer Clearance and Documentation
Invoice Preparation: Make a Proforma Invoice, Commercial Invoice and Packing list through the Software system (QuickBooks)
Receipt Filing: File Vessel / Agent receipts of Spares delivered to the vessels or the Agents
Logistics Execution: Implement the overall logistics management program of the organization as directed by the local and regional manager
Policy Implementation: Adapt and implement policies, plans, and budgets to support company projects
Freight Budgeting: Prepare freight budget proposals to support sales and estimating
Carrier Negotiation: Negotiate with carriers to obtain the lowest overall cost while maintaining required service levels
Conflict Resolution: Facilitate win-win situations

7. Import and Export Coordinator Job Description

Export Coordination: Execution and coordination of exports and imports for the LCD Loughborough site
Regulation Compliance: Global import and export regulations and maintaining the corporate Import and Export Management Systems
Item Classification: Ensure that the export classification of each item that may be exported is current and maintain a database of classifications
HTS Management: Ensure current HTS classifications and country of origin information
FTA Management: Manage internal processes that permit compliant participation in Free Trade Agreements (FTA)
License Application: Apply for import and export licenses
Agency Requirements: Identify whether other Government agency requirements apply to product imports and exports (e.g., FCC, FDA, DDTC, etc.)
Valuation Verification: Verify valuation for import and export shipments
Regulation Updates: Evaluate all new Government agency requirements to ensure import and export compliance with changes and incorporation into day-to-day operations and standard operating procedures
SOP Maintenance: Ascertain that up-to-date profiles and SOPs are provided to all endorsed service providers to ensure proper import and export clearance
Document Maintenance: Maintain required import and export documentation according to European Union and local law and corporate policy
Supplier Communication: Communicate with suppliers to ensure they understand and adhere to requirements for proper importation or exportation of goods
Business Liaison: Communicate with affiliated business units overseas to streamline export and import processes
Shipping Control: Control the correct shipping of goods and products and monitor these shipments
cGMP Storage: Ensure cGMP storage and flow of (raw) materials

8. Import and Export Coordinator Overview

Delivery Strategy: Building the strategic delivery model that will effectively cover the company’s current and projected markets
3PL Partnership: Make a partnership with domestic and international 3PL companies to ensure the best delivery system
Operational Improvement: Collaborate with product and commercial teams to drive system and operational improvements that improve delivery efficiencies and result in lower cost per delivery goals in each market
Logistics Expansion: Responsible for putting together and leading third-party partnerships including 3PL, to augment internal logistics capacity to handle surges in production capacity, sales, or demand
Service Sourcing: Leverage on the category management concept and industry analytics to source and secure Transportation Services both domestic and international
On-time Supply: Guarantee that materials and finished articles are supplied on time with the appropriate quality and in the accurate quantity on the B2B and B2C scope
Cost Accountability: Accountable for freight, duties and imports/exports costs
Cost Monitoring: Monitor variations, explain root causes and lead cost-saving projects
Customer Check: Perform due diligence checks on new customers
Compliance Standard: Lead and develop efforts to implement the global trade compliance standard process
Regulatory Compliance: Ensure compliance with government regulations for the following import/export focus areas: Import/Export classification, documentation control, customs entry and free trade agreement process management for the region (Cost, Efficiency and Compliance)
Customs Classification: Responsible for determining Customs classifications and regulatory requirements (licenses, certificates, etc.)
Agency Compliance: Ensure the highest compliance levels for all customs and government agency requirements across business partners and internally

9. Import and Export Coordinator Details and Accountabilities

Invoice Creation: Create invoices and any other accompanying necessary documentation to enable the export of consignments in the time frames agreed with the associated markets
Freight Liaison: Liaise with Freight forwarders/Couriers in the organization of pickup and delivery of consignments and ensure the correct documentation is issued on time
PO Processing: Raising and processing of purchase orders received from associated markets in the agreed time frames
File Archiving: Appropriate maintenance of dead filing and archiving of dead files
Return Handling: Arrange pick and return of customer returns for repair and issuance of necessary documentation
Document Issuance: Raise and issue of correct paperwork to facilitate the transfer of goods for temporary and permanent export and import between international markets
Business Communication: Communicate effectively with all levels of the business internally and externally
Shipment Prioritization: Prioritise shipments in line with business requirements

10. Import and Export Coordinator Tasks

Freight Coordination: Scheduling, coordinating and being responsible for international and domestic air, sea and land freight and parcel transactions
Ticket Management: Respond to, update and manage support tickets created by the Hardware Deployments, Services, and Support departments
Booking Management: Manage bookings for all domestic and international shipments including third-party shipments originating from suppliers, vendors and partners
Account Handling: Manage shipping accounts and ensure invoices are being provided to AP for on-time payment, while maintaining accurate shipping records
Shipment Tracking: Provide tracking and shipping history on request
Document Preparation: Prepare export/import documentation including but not limited to Bills of Lading, invoices and packing lists
Shipment Monitoring: Monitor shipments and interface with brokers and freight forwarders to obtain compliance with company requirements
Project Coordination: Coordinate with the Hardware Deployments team and Global Services team project managers to ensure shipments are consistent with customer requirements and support on-time deliveries
Inventory Management: Maintain detailed inventory management of all Masabi production hardware using an inventory management tool
Report Generation: Generate inventory reports and analysis
Paperwork Completion: Prepare shipping paperwork as well as complete shipping transactions in appropriate systems
Returns Coordination: Coordinate the shipment of warranty and returns between customers, Masabi, suppliers, partners and vendors