WHAT DOES AN IMPORT SPECIALIST DO?

Published: Aug 18, 2025 - The Import Specialist manages warehouse, import, and customs operations while ensuring compliance with international purchasing processes. This role oversees documentation, customs clearance, SAP entries, and invoice verification to support accurate financial and inventory management. The specialist also prepares reports and monitors import, export, and foreign exchange regulations to maintain smooth business operations.

A Review of Professional Skills and Functions for Import Specialist

1. Import Specialist Duties

  • SAP Management: Utilizes the resources of the SAP system to initiate purchase requisitions and purchase orders, backlog management, invoicing, and material management.
  • Analytical Approach: Competent in follow-ups and adapting an analytical approach.
  • Maritime Transportation: Hands-on experience in international maritime transportation.
  • Logistics Coordination: Manages on-time delivery, logistics, customs clearance, and inventory.
  • Procurement Compliance: Performs purchasing activities in compliance with procurement standards, controls, and ethical business practices.
  • Loading Management: International loading organization and management.
  • Procurement Support: Supports assigned organizations to fulfill the procurement needs and requirements of mass product activities.
  • General Affairs: Engage in the department’s General Affairs issues.
  • Trade Planning: Taking an active role in the development and systematic planning of all foreign trade processes.

2. Import Specialist Details

  • Broker Instructions: Provide Broker instructions.
  • Import Process: Manage any queries related to the import process.
  • Duty Oversight: Oversight of Duty Override weekly check.
  • Broker Accountability: Accountability for the Broker's day-to-day working instructions.
  • Data Update: Update data required for R&D SLA, e.g., time taken on operational activities.
  • System Update: Update the Impatex system managed by the broker with product details and suppliers.
  • Data Management: Master file data management.
  • Customs Check: Check the customs data report against the broker import data to ensure no discrepancies.
  • VAT Returns: Provide site information for C79 VAT returns.
  • Duty Classification: Trigger requests for classifications from the Duty Management Team.
  • Process Monitoring: Conduct business monitoring of processes related to Customs.

3. Import Specialist Responsibilities

  • Vendor Documentation: Handles vendor documentation.
  • Shipment Management: Manage a shipment from Sailing to Delivery.
  • Container Tracking: Tracks and traces containers.
  • Customs Entry: Processes and maintains Customs entry.
  • Freight Payments: Processes Ocean Freight payments, accessorial, and exam charges.
  • Delivery Coordination: Works with distribution centers to coordinate delivery.
  • Problem Resolution: Works with truckers, exam sites, and piers to rectify any problems.
  • Center Communication: Directs communication with the distribution center personnel.
  • Agency Communication: Directs communication with Government agencies and employees.
  • Communication Management: Manages emails, phone calls, and faxes daily.
  • Deadline Compliance: Meets all established company deadlines and procedures.
  • Entry Preparation: Prepares the file for customs entry and files with Customs.
  • Shipment Verification: Verifies the arrival, departure, and Customs clearance status of shipments.
  • Freight Release: Follows the release of freight at the port and monitors the last free day.
  • Trucker Coordination: Coordinates with Truckers, ensuring freight is delivered as expected.
  • System Update: Organizes and inputs into SAP shipment information and status.

4. Import Specialist Job Summary

  • Broker Management: Manage, collaborate, and audit outside Customs brokers.
  • Product Compliance: Ensure all products that will be imported have proper classifications and documentation.
  • Supply Collaboration: Work upstream with supply chain planning teams on customs compliance matters.
  • Regulation Research: Research import/export regulations as they relate to the company's import/export activities.
  • Invoice Auditing: Audit import logistics and customs brokerage invoices.
  • Data Analysis: Analyze and gather data from shipments, facilities, brokers, vendors, and compliance to develop and manage reports.
  • Issue Identification: Identify issues and areas for improvement.
  • Process Improvement: Establish root cause and drive process changes.
  • Data Processing: Perform data processing with a high level of accuracy.
  • Customer Service: Provide excellent customer service with courteous interactions.
  • Policy Compliance: Follow the company's policies and procedures.
  • Effective Communication: Communicate effectively with supervisors.

5. Import Specialist Accountabilities

  • Customs Filing: Handle all customs entry filings for customs clearance.
  • System Updates: Update internal systems with custom filing dates.
  • Duty Classification: Classify HTS duties on the product level into the internal system.
  • Duty Drawbacks: Handle all Duty Drawbacks for export shipments from the USA.
  • Document Management: Obtain all export documents and import documents for duty drawbacks.
  • Program Updates: Advise and handle any new updates on customs programs such as new imposed tariffs.
  • Issue Management: Manage all customs issues.
  • Customs Requests: Handle all requests from Customs.
  • Bill Processing: Daily, print, and process broker bills.
  • Bill Review: Review broker bills to ensure the summary is correct and coded correctly according to the invoice.
  • Bill Filing: Sort, organize, copy, and file broker bills.
  • Bill Follow-up: Follow up on past due bills sent by the broker.
  • Reconciliation Report: Run the reconciliation report and adjust all activity to ensure the following month starts clean.

6. Import Specialist Functions

  • Warehouse Management: Manage the warehouse, import, and customs operations process for automobile, motorcycle, and marine products.
  • Purchasing Process: Follow the overseas purchasing process including order tracking, payment, loading, customs clearance, and the entire import process.
  • Customs Operations: Carry out customs operations with the Customs Broker Company.
  • Document Preparation: Provide the necessary documents related to the products to be stocked from abroad.
  • Credit Transactions: Follow up on letter of credit transactions for import.
  • SAP Management: Carry out the import process on SAP and enter the imported products into the system.
  • Invoice Verification: Check supplier invoices and submit them to the Financial Affairs Department.
  • Regulation Compliance: Closely follow import, export, customs, and foreign exchange regulations.
  • Report Preparation: Prepare reports requested by Management and perform other relevant daily duties.

7. Senior Ocean Import Specialist Job Description

  • Vendor Coordination: Coordinate with vendors, internal RTG parties, external booking agents, and service providers to ensure timely and accurate booking based on prioritization and allocation plans.
  • Report Generation: Utilize internal systems to generate weekly reports for RTG Buyers in support of prioritization for Import Purchase Orders.
  • Booking Planning: Develop a weekly booking plan based on priority levels and carrier allocations by origin/destination pairs.
  • Plan Release: Release the ocean booking plan via origin-specific processes to suppliers or booking agents.
  • Exception Management: Review booking reports and ocean carrier reports to identify exceptions such as cancellations, status changes, or carrier changes.
  • Supplier Communication: Communicate effectively with suppliers and service providers.
  • Space Monitoring: Monitor ocean carrier allocations and lift reports to ensure optimal space utilization.
  • Data Management: Run reports from internal and external systems, merging data between them to provide updates to internal customers.
  • Shipment Tracking: Track shipments via internal and external systems.
  • Process Optimization: Make recommendations for improving the flow of imported products and the information shared between all parties.

8. Import Specialist Overview

  • Customer Experience: Ensure a positive customer experience by carrying out requests in line with service agreements.
  • Shipment Monitoring: Monitor customer shipments and provide proactive updates to keep clients informed.
  • Freight Expertise: Apply sea freight forwarding experience to effectively assist with customer queries.
  • Issue Resolution: Field complaint calls and provide effective solutions.
  • Query Management: Qualify customer queries, offer booking quotations, and provide accurate pricing.
  • Service Upselling: Identify and undertake opportunities for service up-selling.
  • Sales Liaison: Liaise with the sales team to ensure the smooth onboarding of new customers.
  • Performance Reporting: Create performance reports and ensure compliance with all company procedures.

9. Import Specialist Details and Accountabilities

  • Customs Clearance: Assist with soybean customs clearance, including IP application, document preparation and checking, berth arrangements, sampling, and draft surveys.
  • Performance Improvement: Participate in measurement summary discussions for soybean and propose performance improvement initiatives.
  • Documentation Management: Handle handbook applications, document preparation, and verification processes.
  • Export Handling: Manage soybean meal and fatty acid export issues, including document preparation, customs declaration coordination, and cargo delivery.
  • Reporting Support: Collaborate with team members to complete monthly reports and measurements.
  • Business Expansion: Support the expansion of import and export activities such as soymeal trade, customs AEO, and bonded warehouse/factory operations.
  • Government Relations: Assist regional management in maintaining strong relationships with Customs and BOA.
  • Project Coordination: Work closely with project and production teams to ensure the timely delivery of project equipment and secure necessary permits and approvals from government authorities.

10. Import Specialist Tasks

  • Purchasing Logs: Assist in maintaining the company’s purchasing logs to ensure accurate records.
  • Inbound Reporting: Support the preparation and updating of weekly inbound reports.
  • Vessel Tracking: Track vessels to monitor PO estimated time of arrivals (ETA’s).
  • Container Scheduling: Schedule containers for delivery at both fulfillment centers.
  • Labor Coordination: Arrange and schedule temporary labor for fulfillment center operations.
  • Export Documentation: Prepare commercial documents required for exporting.
  • Trucking Procurement: Obtain trucking quotes for domestic transportation moves.
  • Freight Procurement: Source ocean freight and container drayage quotes to support logistics operations.
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