WHAT DOES AN IMPORT CLERK DO?

Published: Aug 14, 2025 - The Import Clerk coordinates and monitors shipments from overseas to ensure timely delivery to warehouses, working closely with vendors, carriers, freight forwarders, and transportation companies. This role involves validating shipping documents for payment and customs clearance, processing freight bills, updating costs in SAP, and resolving space or shipment issues. The clerk also ensures all inbound and direct sourcing shipment documentation is completed accurately and on time to support smooth and efficient logistics operations.

A Review of Professional Skills and Functions for Import Clerk

1. Import Clerk Overview

  • Shipment Tracking: Define a tracking and monitoring system for all shipments.
  • Warehouse Coordination: Work directly with the warehouse and material planner.
  • Freight Data Collection: Get all information about volume, weight, and packaging of goods in order to update shipping details in systems.
  • Invoice Control: Control the invoices of forwarders and customs brokers.
  • Revenue Reporting: Report to the revenue office.
  • Documentation Management: Responsible for documentation of all shipments by PC, including archiving the files.
  • Forwarder Communication: Communicate regularly, clearly, and professionally with forwarders, i.e., order trucks.
  • Logistics Data Accuracy: Responsible for the accuracy of logistics-related data on BPCs such as customs code, country of origin, truck plate number, etc.

2. Import Clerk Tasks

  • Independent Execution: Execute tasks independently and must be a good team player.
  • Fast-Paced Adaptability: Work in a fast-paced environment.
  • Order Tracking: Work closely with the team to track incoming orders from overseas factories.
  • Document Management: Request, review commercial docs from the factory and send packing slips to the broker.
  • Discrepancy Resolution: Work with the overseas factories for discrepancies in shipments.
  • Delivery Coordination: Daily contact with the factories for delivery schedules of goods.
  • Customer Response: Respond in a timely manner to customer requests on shipment status.
  • Internet Research: Responsible for searching the internet/web surfing.
  • Project Management: Responsible for project management.
  • Performance Sustainability: Sustain a high level of performance while quickly processing high volumes of work.

3. Import Clerk Accountabilities

  • Document Review: Receive and review import documents for completeness and accuracy.
  • Shipment Tracking: Track and maintain import documents and shipments on an Excel spreadsheet.
  • Entry Preparation: Prepare and originate entry files for processing.
  • SOP Compliance: Follow customer-specific Standard Operating Procedure (SOP).
  • Declaration Follow-Up: Follow up on pending entry declarations and exams.
  • Exam Handling: Handle Customs and other Partner Government Agency Exams.
  • Agency Communication: Transmit and communicate with other Partner Government Agencies (ex., FDA, DOT, USDA, EPA).
  • Customer Service: Provide customer service through multiple forms of communication in a professional manner.
  • Customer Relations: Maintain courteous, prompt, and efficient customer relations.
  • Guideline Adherence: Follow instructions, guidelines, and maintain notes.

4. Import Clerk Duties

  • Information Research: Gather, research, and interpret information from a variety of sources.
  • Customs Filing: Prepare compliant and timely entry into the Customs and Border Protection’s Importer Security Filing (ISF) and Automated Commercial Environment (ACE) systems.
  • Supply Chain Communication: Communicate efficiently with all parties along the supply chain via telephone, e-mail, and in person.
  • Payment and Documentation: Ensure that payments and required documentation are submitted to carriers and Customs in a timely manner.
  • Carrier Coordination: Responsible for customs, import carriers, and domestic carriers.
  • Product Handling: Arrange for coordinated handling of products from source to delivery.
  • Transportation Dispatch: Quote and dispatch domestic transportation for customers.
  • File Management: Maintain complete and accurate files, both hard copy and in electronic format, for documentation and compliance purposes.

5. Import Clerk Responsibilities

  • Data Entry: Accurate data entry using the bespoke company CRM.
  • Stakeholder Liaison: Liaise with customers, other offices (locally and overseas), agents, shipping lines, and haulers.
  • Customer Communication: Take all incoming calls from both internal and external customers and respond to customer inquiries promptly and professionally.
  • File Creation: Raise files for all import shipments, ensuring data is accurate and distributed accordingly.
  • Paperwork Completion: Complete required paperwork, including customs work and other essential import documentation.
  • Instruction Review: Review customer booking and clearance instructions, ensuring these are understood and followed.
  • Customs Compliance: Ensure full understanding and strict compliance with customs processes and procedures.
  • Instruction Delivery: Ensure all delivered instructions are clear, concise, and provided in the appropriate format.
  • Shipment Claiming: Claim all shipments through the use of external software packages such as Destin8 and CNS.
  • Payment Processing: Raise payment requests to relevant parties and query vendor invoices.

6. Import Clerk Job Summary

  • Clerical Support: Provide clerical and data entry support to the Inbound Logistics team.
  • Data Analysis: Review and analyze significant amounts of shipping data to perform system analysis.
  • Document Organization: Collect and organize the shipping documents related to each entry and review document packets for completeness.
  • Document Scanning: Scan and save the packing list, country of origin, commercial invoice, Material Test Reports, and any other commercial documents accompanying the shipment to the Company’s public drive.
  • Shipping Updates: Receive shipping confirmations and other shipping information from suppliers and update relevant fields to reflect current dates.
  • Paperwork Processing: Process and file all necessary paperwork related to inbound logistics on a daily basis.
  • Task Management: Complete additional miscellaneous projects and tasks as assigned by the supervisor.
  • Shipment Verification: Verify bill of lading number, piece count, container numbers (and the total number of containers) shown on the delivery order against the arrival notice or the bill of lading.

7. Import Clerk General Responsibilities

  • PO Status Updates: Provide status updates on open Purchase Orders.
  • Shipment Status Updates: Provide status updates on shipments.
  • Record Maintenance: Maintain accurate records in the ERP system and other company systems and 3rd party systems.
  • Report Management: Create and maintain reports in multiple systems and formats, including, but not limited to Mercado, Flexport, Excel, Word, GSuite, and TGI.
  • Receiving Documentation: Create receiving documents within the ERP system for inbound shipments.
  • PO Detail Updates: Update Purchase Order details from various reports and emails.
  • Internal Reporting: Create, maintain, and deliver reports to multiple internal customers.
  • ASN Creation: Create ASNs and submit them in multiple portals as required by external customers.
  • Factory Communication: Communicate with overseas factories to obtain accurate information for required reports and status updates.
  • Document Organization: Collect, organize, file, and maintain shipping documents and other important paperwork (both physical and electronic copies).
  • Carrier Coordination: Work with ocean carriers and freight forwarders to ensure proper booking and tracking of containers.
  • Problem Escalation: Advise the supervisor of potential problems.

8. Import Clerk Role Purpose

  • Carrier Communication: Timely communication with carriers, subcontractors, haulers, and shipping lines to find appropriate resolutions to customer requirements.
  • Booking Response: Respond to customer bookings and overseas agents' requests.
  • Overseas Liaison: Liaise with overseas branches and internal customers.
  • Data Processing: Ensure accurate data is processed in the operating system.
  • Customs Processing: Complete import procedures and customs entries.
  • Pre-Alert Management: Responsible for completing pre-alerts.
  • Document Printing: Print associated transport documentation.
  • Invoice Handling: Handle purchase invoices promptly and raise sales invoices accurately.
  • Job Coordination: Coordinate all aspects of jobs in accordance with customer requirements.

9. Import Clerk Roles and Responsibilities

  • Shipment Tracking: Follow shipments from overseas until delivery to warehouses.
  • Vendor and Carrier Liaison: Deal with vendors, carriers, freight forwarders, and transportation companies.
  • Inbound Efficiency: Ensure inbound shipments move in an efficient way.
  • Document Validation: Validate all vendors' shipping documents for payment and customs clearance.
  • Document Completion: Complete inbound and shipment documents in a timely manner for both import and direct sourcing shipments.
  • Cost Updating: Update all associated costs in SAP.
  • Space Issue Resolution: Deal with vendors for empty space issues.
  • Freight Bill Processing: Verify and process freight bills in a timely manner.

10. Import Clerk Duties and Roles

  • Import Quoting: Handle import quotes to include Airfreight and Ocean freight.
  • Overseas Coordination: Work with overseas partners.
  • Client Liaison: Liaise with clients and customers on the phone.
  • Bond Entry Completion: Complete in bond entries.
  • CargoWise Operation: Use the CargoWise in-house system.
  • Route Planning: Plan route shipments.
  • Rate Negotiation: Negotiate trucking rates and handling costs.
  • Freight Coordination: Coordinate Ocean Freight and Air Freight shipments.
  • Release Arrangement: Arrange freight and customs releases.

11. Import Clerk Responsibilities and Key Tasks

  • Shipment Coordination: Responsible for day-to-day coordination, execution, and tracking of sea import shipments.
  • Carrier Booking Management: Responsible for a heavy volume of carrier bookings.
  • Pickup Scheduling: Prioritize, schedule, and arrange pickups.
  • Import Documentation: Complete related documentation for imports (including bills, pick-up orders, and manifests) between customers, vendors, forwarders, brokers, and government agencies.
  • Shipping Documentation: Prepare essential import shipping documentation on a daily basis.
  • Customs Processing: Prepare and complete import/export customs declarations and clearances.
  • Customer Communication: Monitor emails and respond to any customer queries.
  • Entry Checking: Conduct custom import/export entry checking.
  • Complaint Handling: Deal with customs-related complaints.
  • Regulatory Compliance: Ensure compliance and up-to-date with all HMRC laws and regulations.

12. Import Clerk Roles and Details

  • Information Verification: Verify and transpose specific information required for successful border crossing sent via satellite, fax, email, or PDF files from drivers at the shipper's origin and input into the in-house computer system.
  • Submission Monitoring: Monitor and trace submissions to ensure successful transmission and verification.
  • Driver Assistance: Answer driver inquiries regarding customs information.
  • Paperwork Coordination: Work with customers and Customs brokers to obtain appropriate paperwork and any missing necessary data.
  • Discrepancy Resolution: Advise and work with the Customs Team Leader to work through any discrepancies.
  • Shipment Notification: Responsible for overseas shipment and providing shipment pre-alert/arrival notice to customers and agents.
  • Data Cost Entry: Handle data entry, sales and costs entry, and shipment closing in the system.
  • Customer Coordination: Maintain customer satisfaction and coordinate with customers and business suppliers.
  • Customs Process Handling: Coordinate/handle customs-related processes with the related department and/or customers.

13. Import Clerk Key Accountabilities

  • Documentation Management: Manage documentation.
  • Colleague Communication: Communicate with colleagues.
  • Customer Communication: Communicate with customers and ports.
  • Warehouse Coordination: Communicate with warehouses and distribution teams.
  • Import Planning: Plan and implement import strategies.
  • Shipment Docs: Handle the shipment documentation.
  • Order Tracking: Follow up on orders taken, including monitoring, tracking of shipments, and advising customers on the shipment status.
  • Admin Support: Provide administrative and clerical support, such as data entry tasks and filing.
  • Project Support: Participate in ad-hoc projects.

14. Import Clerk General Responsibilities

  • Customs Clearance: Import customs clearance (Multi Freight Customs system).
  • Customer Service: Responsible for customer service.
  • Shipment Collection: Arrange for shipments to be collected at the origin.
  • Airline Liaison: Liaise with the airlines and import sheds.
  • Delivery Arrangement: Responsible for arranging deliveries and invoicing.
  • Booking Processing: Process all bookings to carriers and issue Bill of Lading instructions.
  • Customs Processing: Complete Customs requirements.
  • Quotation Provision: Provide spot quotations.
  • Inquiry Handling: Handle customer inquiries.
  • Feedback Processing: Process customer feedback and other customer service-related tasks.

15. Import Clerk Roles

  • Import Documentation: Complete and document details of goods being imported and ensure legality.
  • Regulatory Compliance: Adhere to and follow the guidelines of HM Revenue and Customs regulations.
  • Warehouse Operations: Work within the warehouse.
  • Goods Handling: Check in goods whilst assisting in loading/unloading.
  • Client Relations: Establish and maintain client relationships.
  • Safety Compliance: Comply with the Security and the company's Health and Safety policy.
  • Customer Service: Proffer and maintain good customer service.
  • Requirement Fulfillment: Ensure that clients’ requirements are completed to the expected company standard.
  • Management Instructions: Complete all aspects of work in accordance with instructions from Senior Management.
  • Office Procedures: Know, understand, and implement all office routines.
  • Transport Systems: Know, understand, and implement the systems relating to the mode of transport.

16. Import Clerk Tasks

  • Internal Liaison: Liaise with all relevant internal departments with regard to shipments.
  • Government Liaison: Liaise with HMRC, Port and Plant Health, and other government bodies.
  • Import Clearance: Organize import clearances, PEACH entries, and correct documentation relating to the movement of cargo.
  • Customer Contact: Key point of contact for Air Import Perishable customers.
  • Import Quotation: Provide import quotations for the potential and current customer base.
  • Query Resolution: Deal with any queries or problems with regards to customers and shipments.
  • Rate and Invoice Handling: Deal with rates, accounts, invoices, and claims.
  • Transportation Arrangement: Arrange transportation for inbound shipments.
  • Shipment Documentation: Document all shipments by PC, including archiving the files.

17. Import Clerk Details and Accountabilities

  • Import Shipment Arrangement: Arrange import shipments from worldwide origins.
  • Collection Coordination: Arrange collections with selected transport companies.
  • Client Liaison: Liaise with clients and other branches, sales departments, haulers, etc.
  • Customer Service: Provide excellent customer service to import customers.
  • Order and Document Handling: Handle order traces, check documentation, commercial invoices, and process pre-alerts from overseas offices.
  • Carrier Communication: Communicate with shipping lines, airlines, and transport companies.
  • Network Communication: Internal and external communications with the network and other UK Departments and their service providers.
  • Specialist Clearance: Responsible for specialist clearances involving the Home Office, DEFRA, CITES, Port Authorities, and BIP, etc.
  • Shipment Requirement Management: Close management and monitoring of shipment-specific requirements, including temperature control, licensing, and vet inspections.
  • Customs Clearance: Responsible for customs clearances involving numerous customs procedures through CHIEF/CDS.
  • Software Utilization: Utilize software applications like Sequoia, CNS, and adopt the new Customs system of CDS.

18. Import Clerk Overview

  • Customs and Port Clearance: Responsible for customs and Port Health clearance and completion of customs entries.
  • Import/Export Control: Import and export controls.
  • Booking and Documentation: Make bookings, prepare documentation, and arrange releases and deliveries.
  • Rate Negotiation: Responsible for negotiating rates.
  • Customer and Partner Liaison: Liaise with customers, shipping companies, authorities, and overseas offices.
  • Import Documentation: Handle import documentation such as Bills of Lading, GSPs, etc.
  • Supplier Liaison: Liaise with suppliers in Asia and India.
  • Freight Forwarder Liaison: Liaise with freight forwarders in the UK and deal with them.
  • Air/Ocean Import: Responsible for the Air and Ocean import of entries and customs procedures.
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