WHAT DOES AN IMPORT AND EXPORT SPECIALIST DO?

Updated: Oct 21, 2025 - The Import and Export Specialist manages shipment coordination, customs compliance, and freight forwarding across multiple transport modes while ensuring accurate tracking of all cargo movements. This role involves communication with vendors, carriers, and brokers to resolve issues, maintain proper documentation, and support financial processes, including invoice verification and reporting. The specialist also oversees milestone monitoring, system updates, and customer service follow-ups to ensure seamless domestic and international operations.

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

1. Import and Export Specialist Duties

  • Work Safety: Maintain a safe work environment and adhere to safety policies and requirements
  • Sample Check: Pull and take ID check samples per procedure to the customer lab
  • Material Readiness: Ensures that the material needed for production is always ready and available
  • Process Changeover: Assists in the changeover process
  • Material Transport: Responsible for transporting material to and from the production area and the warehouse
  • Machine Restart: Restart machines and automation, complete the communication log
  • Supply Staging: Ensure that supplies are staged/maintained for production
  • Area Housekeeping: Maintain housekeeping in the work area
  • Product Rework: Rework, assist with breaks, and make boxes
  • Label Creation: Make labels and pallet sheets per skid and scan into IQ
  • Line Clearance: Perform line clears per production schedule
  • OJT Support: Assist OJT in certifying Team Members in specific work cells
  • Team Assistance: Assist other Production Specialists in work cells
  • Classroom Training: Maintain 100% classroom training
  • Record Accuracy: Maintain accurate Production/Defect Tracking Sheets and Import/Tray Conversion Sheets
  • Visual Inspection: Perform visual inspections and enter results in the TMWV Inspection Records spreadsheet
  • eCOA Verification: Verify import eCOA approval via the online shared drive
  • Lot Traceability: Ensure all lot traceability records are maintained

2. Import and Export Specialist Details

  • Business Innovation: Identify, lead, and manage innovative approaches to business challenges, in support of the Global Clinical Supply culture of innovation
  • Technology Projects: Develop and liaise with business lines on projects utilizing Blockchain, AI, RPA, and IoT technologies
  • Network Building: Build a network of contacts to foster personal and professional development
  • Solution Execution: Implement the execution of innovative solutions that aim at simplifying operations
  • Project Liaison: Point of contact with senior management (customer groups, stakeholders and supply chain) on Import/Export projects
  • System Development: Provide Import/Export technical and system development across business lines
  • Logistics Strategy: Maintain GMP/GDP compliant operations and deliver logistics strategies that improve cost, efficiency and quality for Clinical Supply Operations
  • Trial Continuity: Ensure both business and patient continuity for all Pfizer active clinical trials to enable commercial licensure of Pfizer’s investigational medicines
  • Process Standardization: Liaise with global team members to streamline and standardize CSL global SOPs

3. Import and Export Specialist Responsibilities

  • On-Time Delivery: Ensure import/export shipment on time delivery and arrival to meet business requirements
  • Forwarder Management: Manage the forwarder to ensure shipping accuracy and integrity, and regular reporting forwarders’ performance
  • Operations Compliance: Manage import/export operations to comply with all related laws, regulations and policies from the government, company and business
  • Process Improvement: Continuously improve import/export procedure to reduce cost, avoid DD and shorten overall lead time
  • Issue Resolution: Provide the right/accurate shipping status for review timely, and quickly solve the issues occurring during import/export
  • Expense Management: Manage payment application related to import/export expenses
  • Shipment Handling: Handle complete Ocean, Air, Import and Export shipments to include Quotation, Booking, Releasing, Customs Brokerage, Delivery, Invoice and Closing
  • Document Preparation: Prepare documentation, dock receipts, bills of lading, export declarations
  • Cargo Tracking: Track and trace cargo to ensure proper movement and delivery
  • Billing Support: Provide the accounting department with proper and correct billing information
  • Customer Communication: Communicate with customers regarding disposition of freight (i.e., tracking and tracing, routing and dispatching, and rate quotations)
  • Vendor Coordination: Communicate with carriers/vendors/suppliers regarding shipment dispatch, routing, pricing, and rates
  • Branch Liaison: Communicate and correspond with other company branches and agents for customer satisfaction, and to ensure excellent service execution
  • Mode Selection: Seek the most profitable mode of shipment while still meeting the customers’ requirements for the movement of freight

4. Import and Export Specialist Job Summary

  • Procedure Management: Implement, maintain, and update country-specific electronic document endorsement and clearance procedures, in coordination with the unique Customs Divisions' capabilities of each country
  • Shipment Endorsement: Facilitate processing of endorsements for active shipments
  • Statute Interpretation: Obtain and interpret foreign and clearance statutes and facilitate communications between foreign agencies and JAX staff
  • Order Coordination: Support key distributors by placing, managing, and coordinating sales orders and shipments on their behalf
  • Product Guidelines: Coordinate internally and externally to develop and implement guidelines for the export and import of new perishable products
  • Process Improvement: Perform administrative functions to increase efficiency through continuous improvement of processes
  • Record Management: Recordkeeping and record management for import and export transactions, auditing documentation to verify that it adheres to import-export policies and laws
  • Document Preparation: Daily preparation of commercial documentation for QSC’s international shipments (certificates of origin, declarations, quality letters, proforma invoices, etc.)
  • Broker Liaison: Act as key contact for QSC’s Customs brokers and Freight Forwarders to facilitate all imports in a legal and timely manner
  • Trade Coordination: Coordinate trade activities with the Chamber of Commerce, Bureau of Labor Statistics, and other official organizations
  • ACE Reporting: Run reports and file EEI in the Automated Commercial Environment (ACE) system
  • Program Support: Assist with special programs (foreign trade agreements, Duty Drawback, etc.)
  • Cross Collaboration: Work cross-functionally to develop/implement process improvements related to import and export activities

5. Import and Export Specialist Accountabilities

  • Regulation Knowledge: Apply working knowledge of laws and regulations
  • Customer Guidance: Guide internal and external customers regarding the import and export of products
  • License Support: Assist in providing export licensing and TAA guidance and assistance to facilitate international marketing, proposal, and contract activity
  • Customs Coordination: Coordinate with Customs and Border Protection to manage shipment seizures, inquiries, or investigations
  • Compliance Training: Organize and provide annual compliance training and maintain training records
  • Gap Analysis: Identify gaps with the export compliance manual and provide recommendations to the Supervisor
  • Tariff Management: Daily management and coordination of import/export tariff code/clearance instruction requests
  • Data Compilation: Compile data and documentation necessary to support company valuation adjustment/reconciliation programs
  • File Maintenance: Manage and maintain files of all import and export documentation in an audit-ready state
  • Audit Support: Coordinate with internal customers in response to audits or other requests for information about company import activities
  • Trade Analytics: Support Customs and Trade with Analytics
  • Data Management: Analytical data gathering and management support for the Customs Classification database, metrics, prior disclosures, drawback, special projects, and other needs

6. Import and Export Specialist Functions

  • Inventory Control: Assure correct inventory levels at the Godiva global warehouses
  • Forecast Review: Review forecast, collaborate with production planning to fill inventory needs, complete documentation, schedule carriers, verify product receipt, and monitor lot codes and inventory levels on an ongoing basis
  • Shipment Coordination: Assure timely shipment of all international inter-company product and supply transfers to Godiva Japan, Godiva Hong Kong, Godiva Brussels, Godiva Pac Rim, Godiva UAE and Saudi Arabia and various other global locations
  • Transport Arrangement: Arrange transportation, and ensure complete and accurate documentation
  • Issue Resolution: Resolve issues with carriers, forwarders, and brokers
  • Delivery Assurance: Assure timely processing, shipment and delivery of all international shipments
  • Order Management: Enforce order entry cutoffs, route shipments, and manage inventory allocation
  • Database Maintenance: Maintain the TMS database as it pertains to international shipping
  • Regulation Expertise: Support Godiva Reading as an on-site expert on international shipping, rules, regulations, HTS codes, etc.
  • Customs Facilitation: Work closely and in conjunction with the International Co-Man Supply Chain Planner, Godiva Engineering, Procurement, Sales and Marketing to arrange transportation, prepare documentation, and facilitate customs clearance for any miscellaneous international shipping
  • Quote Solicitation: Solicit international quotes for cost studies
  • Buyer Support: Support Retail Buyers and collaborate with Wholesale Customer Solutions Representatives
  • Delivery Tracking: Obtain delivery information and expedite shipments
  • Document Retention: Manage document retention as it pertains to international shipping documentation and audit processes
  • Process Improvement: Identify process improvement opportunities and implement new/improved processes
  • Report Completion: Assure timely, accurate completion of reports and studies

7. Import and Export Specialist Job Description

  • Product Coordination: Coordinate the movement of products/equipment/materials in and/or out of the country by organizational policy and procedure, and to comply with relevant local, country and international law and process
  • Document Management: Coordinate the necessary documentation and online forms for the efficient, cost-effective and lawful execution of all import/export activities
  • Regulation Research: Anticipate, research and report on future changes in import/export regulations to ensure such knowledge is factored into the planning of the department’s strategy, resources and procedures
  • Strategy Review: Review import/export strategy and activities to ensure its consistency in compliance with the overall aims and requirements of the organization
  • Compliance Coordination: Coordinate business practices with forwarding agents and brokers to affect regulatory compliance within Import and Export programs
  • Department Liaison: Liaise with other departments such as sales, purchasing, materials management, production, transportation/logistics
  • Activity Support: Establish and maintain effective and relevant export/import activities that are required to support overall operating functions
  • Trade Consultation: Confer with freight forwarders for pertinent domestic and foreign trade regulations, policies, restrictions and special statements in various languages required for certain countries
  • File Maintenance: Maintain accurate customer files
  • Record Management: Current documentation forms and any other necessary records to perform the job
  • Document Review: Reviews export documentation from Sr. Documentation Clerk for correctness of information, comparing to customers’ orders and/or online system job
  • Classification Maintenance: Coordinate with the necessary parties (Engineering, Purchasing, Technology Control Officer) to maintain the classification (ECCN, HTS, Schedule B) of products to ensure international trade compliance with the regulatory agencies
  • Transaction Auditing: Perform audits and review of transactions completed to ensure accuracy and the potential process improvements
  • Duty Drawback: Monitor import transactions that require payment of duties with consideration for filing for Duty Drawback (DDB) when these transactions fit the profile for potential drawback consideration by CBP
  • Data Collection: Collect data to complete monthly freight transportation reports for management review
  • Manual Updating: Update relevant changes within the Import-Export Trade Compliance Manual and maintain and share with colleagues
  • AES Facilitation: Facilitate corporate responsibilities for all user interfaces with AES Direct so that in compliance with their regulatory requirements by ensuring that all John Crane export locations have users who are trained and certified
  • Compliance Monitoring: Monitor monthly output to ensure that compliance is maintained for reporting of export declarations while enabling an active network interface with this government website

8. Senior Import and Export Specialist Overview

  • PM Management: Arrange lab equipment, preventative maintenance (PM), and maintain PM tracking software
  • Refrigeration Maintenance: Perform routine maintenance on refrigeration
  • Equipment Training: Provide basic operating training on common laboratory equipment
  • Issue Troubleshooting: Assist with equipment troubleshooting and supplemental resources
  • Instruction Writing: Assist in writing Work Instructions for equipment based on manuals/documentation provided by the manufacturer
  • Helpdesk Oversight: Oversee Help Desk Management Program
  • Ticket Escalation: Triage/escalate Business Operations-related tickets
  • Vendor Coordination: Assist in obtaining quotes, preparing purchase orders, and following up with vendors for laboratory, office and facilities equipment, goods and consumables
  • Hazard Handling: Ensure hazardous and biohazardous materials are correctly handled and stored
  • Cryogenic Monitoring: Maintain and monitor cryogenic gas and dry ice usage
  • Storage Monitoring: Support monitoring of cold storage through software systems
  • Area Upkeep: Support upkeep of common lab areas
  • Shipment Support: Provide back-up support to ensure shipments are received, processed, and recipients notified, utilizing package tracking software

9. Senior Import and Export Specialist Details and Accountabilities

  • Package Storage: Ensure unclaimed packages are properly stored
  • Licensee Support: Support licensee onboarding and offboarding by assisting with laboratory/office preparation and communication with licensees
  • Equipment Requests: Notify Operations Manager of licensee requests for specialty equipment training
  • Modification Requests: Communicate to the Operations Manager requests for modifications from licensees
  • Contractor Coordination: Coordinate changes with contractors
  • Contractor Escorting: Assist with escorting contractors
  • EHS Support: Provide support to staff, licensees, vendors and visitors concerning customer EHS standards adherence
  • Safety Preparation: Assist with the organization and preparation of the Safety Committee meeting materials
  • Action Execution: Support execution of action items
  • Evacuation Assistance: Assist in directing and accounting for persons during evacuations
  • Incident Reporting: Assist the Operations Manager in completing incident reports
  • SOP Validation: Support SOP creation and validation
  • Inspection Preparation: Coordinate with the Operations team to prepare the site for inspections within laboratories and facilities, EHS and security
  • Action Monitoring: Monitor completion of corrective actions

10. Import and Export Specialist Tasks

  • Operations Coordination: Coordinate import/export operations, looking for and guaranteeing the exportation and importation of merchandise on time, with 100% of trade and customs compliance
  • Legal Compliance: Implement legal changes on operations, generate and present reports/information and get permits to/from governmental authorities
  • Transport Coordination: Coordinate transportation, freight forwarders, brokers and logistics service providers
  • Control Management: Maintain an effective and efficient flow of export and import controls related to international shipments to ensure compliance with Customs and other governmental regulations
  • Regulation Expertise: Provide internal expertise on trade regulations
  • Training Support: Involve keeping accurate records, providing interdepartmental training, and increasing compliance, communication and awareness
  • Cost Research: Research opportunities for international trade cost avoidance
  • Price Negotiation: Request quotes and negotiate pricing with forwarders/brokers
  • Delivery Updating: Encode and update incoming deliveries and the Delivery Masterfile
  • Goods Movement: Process internal movement of goods
  • Order Invoicing: Handle outgoing products and invoicing based on the customer's delivery schedule
  • Stock Coordination: Coordinate with warehouses on the pull-ins and pull-outs of stocks
  • Shipment Scheduling: Coordinate with Operations Dept, Forwarders/Brokers and foreign counterparts on console or direct shipment schedules
  • Document Management: Coordinate and maintain logistics documents
  • Record Filing: Maintain filing of shipping documents for consolidation for yearly renewal of licenses and permits

11. Import and Export Specialist Roles

  • Import Functions: Responsible for all FAC Import Functions, including maintaining FAC’s documentation requirements for releasing material completely accurate, on time, that meet all government regulatory requirements
  • Record Maintenance: Maintain accurate records as per Customs record-keeping requirements
  • Care Standards: Maintain FAC’s position according to the Customs checklist for reasonable care standards for imported products
  • Provider Management: Manage the performance of service providers including brokers, packagers, and forwarders, to ensure accuracy and compliance with FAC’s specifications and regulatory requirements
  • Cost Reduction: Champion opportunities to reduce the costs of packaging and freight movement
  • Procedure Development: Develop and maintain procedures for ensuring compliance when classifying products
  • CBP Interface: Interface with CBP for all inquiries related to FAC products (classification, end use, and country of origin) including requests for information and penalty mitigation
  • Legal Support: Support the Legal Group with classification ruling requests and protests
  • Freight Logistics: Handle logistics responsibilities for freight international inbound and outbound movements including freight tracking, tracing, expedited moves, port re-direct, etc.
  • Quote Provision: Provide timely and accurate transportation and packaging quotes for business groups
  • Transport Arrangement: Arrange truck inland transportation from the Port of Entry for expedited and special moves, and coordinate transportation moves for large Trade Shows
  • 3PL Contact: Serve as the contact for Domestic 3PL for other shipments
  • Export Policy: Responsible for Export Control Policy Administration including providing leadership and expertise to ensure global compliance with Export regulations
  • Regulation Knowledge: Maintain a high degree of knowledge regarding Export Administration Regulations, changes, and Bureau of Industry and Security requirements
  • Policy Updating: Maintain and update FAC’s Export Control Policy and Export Control Policy web site information, and the Export Compliance Process Map
  • CTPAT Certification: Responsible for FAC CTPAT certification and related processes, including leading annual renewal, monitoring and updating CTPAT procedures and manual, and training applicable FAC employees on CTPAT requirements
  • Data Gathering: Interface with business groups, Engineering, Purchasing, Project Managers and new Product Development groups to gather necessary data for product classification and shipping requirements
  • Regulation Monitoring: Consult with network resources to remain current on CBP and BIS Regulation changes, CTPAT changes, and changes in HTSUS and Commerce Control List affecting FAC products
  • Staff Training: Develop, conduct, and facilitate recurring training for all pertinent personnel at all FAC facilities to ensure that all international shipments comply with shipping guidelines and regulatory requirements
  • Contract Support: Provide knowledge and expertise support for customer contract review of international terms and shipping arrangements

12. Import and Export Specialist Additional Details

  • Broker Liaison: Be the primary point of contact with the Customs broker and 3PL for day-to-day activities
  • Document Auditing: Audit shipment documents from foreign origins
  • Entry Review: Perform a post-entry audit of Customs entry documents for proper HTS classification, value, and quantity
  • ISF Submission: Timely and accurate submission of Importer Security Filings (ISFs) to Customs for all ocean shipments
  • Inquiry Response: Be the lead for responding to Customs Requests for Information (CF28s)
  • Report Preparation: Monitor the quantity declared to Customs vs. the quantity received and prepare reports
  • Compliance Support: Assist with other activities related to Customs Compliance, Logistics, and Transportation
  • Sourcing Evaluation: Work closely with the technical team to evaluate potential opportunities for sourcing from new regions
  • Disruption Resolution: Facilitate the resolution of supply chain disruptions related to Customs or other government department requirements
  • Bond Maintenance: Maintain Customs Bond for import and FTZ
  • Correction Filing: Work with brokers to prepare Post Summary Corrections and Prior Disclosures

13. Import and Export Specialist Essential Functions

  • Regulation Awareness: Maintain awareness of current and proposed Customs regulations related to the company’s business activities
  • Invoice Management: Timely execution and collection of commercial invoices, preparing a comparison of invoice values, and submitting information to the Customs broker for filing a Reconciliation to Customs to receive duty refunds
  • Audit Assistance: Assist with ISA audits and work with external auditors for issues related to Customs Compliance
  • Program Review: Review and approve General Preferential Trade programs
  • Policy Maintenance: Maintain and enhance the company’s Customs Policies and Procedures Manual and other program improvement plans
  • Shipment Tracking: Daily tracking of the client’s import and export shipments
  • Liaison Communication: Act as a communication liaison between forwarders and the client’s supply chain team members
  • Trade Collaboration: Collaborate weekly on trade topics from origin to destination
  • Random Auditing: Random audits of trade documents
  • Document Auditing: Audit of trade documents and document corrections
  • Cost Calculation: Calculate the delivery costs per product
  • Data Analysis: Data collection, analysis, and processing from the client’s core ERP systems

14. Import and Export Specialist Role Purpose

  • Supplier Collaboration: Collaborate with sourcing on supplier initiatives or onboarding activities to support projects, align logistics and cost reduction strategies to support Alden’s business initiatives
  • Team Leadership: Lead an international function by assessing employee performance, providing feedback, facilitating conflict resolution, and addressing repetitive issues with corrective actions through performance improvement plans
  • Admin Coordination: Coordinate the day-to-day administrative duties of the Logistics Department including reconciling freight invoices, administering and mitigating freight claims, fielding service calls and reporting/analysis
  • Transport Monitoring: Monitor all modes of transportation (i.e., rail, sea, LTL, TL, drayage), primarily import/exports
  • Status Communication: Communicate status and/or delays to appropriate parties
  • Issue Resolution: Resolve shipment issues and possess the ability to determine when to elevate to management for resolution
  • Document Assistance: Assist suppliers and/or related parties with the preparation of commercial documents for international transactions
  • Production Collaboration: Collaborate with production and other related parties to ensure all required documentation and shipping instructions have been received (i.e., document requirements, routing instructions, tariff codes, etc.) and align with purchase order or operational need
  • Risk Assessment: Identify import/export compliance risks and develop risk assessment measures
  • Record Maintenance: Maintain Import and Export document files by Federal regulations and Company policy (i.e., record keeping)
  • Project Leadership: Lead projects to meet objectives and drive operational results (cost reduction initiatives, optimization/consolidation initiatives, process development, carrier resourcing activities, etc.)
  • Supply Risk: Identify areas of risk within the supply chain and supplier base
  • Risk Mitigation: Implement appropriate mitigation measures
  • Market Knowledge: Maintain knowledge of market and industry trends by attending industry training and/or seminars
  • KPI Reporting: Support the organizational creation and/or refinement of detailed operational and financial performance reporting and KPI/metrics for all logistics activities within the purview of the role

15. Import and Export Specialist General Responsibilities

  • Specialist Role: Serves as an Import/Export Specialist for the company for all shipping and freight forwarding, customs regulation, and multiple modal transport
  • Shipment Tracking: Tracking and tracing all in-transit Import and Export Shipments
  • Vendor Coordination: Deal directly with the overseas vendors for the new bookings, targets, etc., as per the needs and deliver a high level of customer service follow-up
  • Milestone Management: Manage and track all shipments' milestones/timelines from origin to destination and communicate that information to both teams and freight forwarders
  • Delivery Coordination: Coordinate shipments, arrival processes, and delivery setups both domestic and international, while adhering to on-time expectations
  • Report Support: Support Management to create reports for assigned customers
  • Bill Verification: Verify and approve bills from the Freight forwarder and make sure bills are paid on time without any delay
  • Charge Backup: Maintain backup for all related charges for each shipment and provide the same to Accounts Payable for assigned freight invoices
  • Dispatch Arrangement: Arrange Trucker/Dispatch shipments
  • Document Organization: Receive and organize all inbound and outbound documentation related to all International Origin teams for all accounts
  • File Management: Open files, issue arrival notices, audit carrier rate and freight rate, etc.
  • Export Handling: Take care of export shipments and issue invoices to the Freight forwarder based on information provided by the planning team
  • Issue Resolution: Communicate with carriers, brokers, and customers for problem resolution or customer service requests
  • Customs Clearance: Contact the broker to ensure proper Customs Clearance
  • Cargo Reporting: Report to Management on cargo tracking updates
  • Status Updates: Updates are made via phone, email, and Excel
  • System Updating: Update the Internal System with all shipment details and status updates
Relevant Information
What Does An Import and Export Coordinator Do?
What Does An Import and Export Analyst Do?
What Does An Import and Export Supervisor Do?