Export Documentation Coordinator

About the role

As the primary liaison between the company’s corporate headquarters and international customers and worldwide subsidiaries, you will handle sales activities, quotes, orders, expediting, shipment tracking, export documentation, and returns. You will develop price and lead-time quotes, process sales orders, and ensure responses meet customer needs and company goals.

Responsibilities

• Produce accurate and complete quotations, including specification evaluation, product selection, pricing, lead times, delivery terms, and packaging requirements, and send formal responses to subsidiary customers.
• Process sales orders for production, expedite orders, coordinate shipping with manufacturing facilities, vendors, and freight forwarders, and prepare export documentation for US and international customers and subsidiaries, including determining correct harmonized codes.
• Understand each country’s customs requirements and import laws to assist subsidiary and customer shipments. Prepare shipping documents using a third-party portal for each country and finalize customs documentation before shipment.
• Correspond with customers, freight forwarders, banks, and internal personnel to ensure prompt and courteous customer satisfaction. Keep customers updated on order status and handle revisions and schedule changes.
• Set up projects to purchase machinery, machine parts, and tooling for subsidiaries.
• Analyze sales history and buying patterns to recommend economic order quantities and full package quantities for improved efficiency.
• Process debits, credits, RMAs (Return Materials Authorizations), and adjustments to customer invoices.
• Review and approve payments from freight forwarders and determine amounts to be billed to customers.
• Maintain accurate customer account records, including terms, conditions, and special instructions.
• Review contracts and terms for new and ongoing business to ensure compliance.
• Prepare sales reports and other analyses as required.
• Perform additional duties as needed or directed.

Requirements

• Minimum of two years of college; a bachelor’s degree in business or marketing is preferred.
• 2-4 years of previous work experience in a customer service environment, preferably in manufacturing or export.
• Working knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Prior experience with an Enterprise Resource Planning (ERP) system, especially IFS, is ideal.
• Strong organizational skills, ability to work in a fast-paced environment, and meet critical deadlines.
• Excellent verbal and written communication skills.
• Ability to set priorities, manage time, and solve problems analytically.
• Strong math skills and unit conversion ability.
• Knowledge of the Spanish language is beneficial.
• Customs compliance and hazardous material knowledge are preferred.

Benefits

• 401(k) with a company match equal to 25% of the first 8% of pre-tax contributions (first two years).
• Company profit sharing after two years.
• Medical, dental, and vision insurance, including free preventative care.
• Wellness & Employee Assistance Program (EAP).
• Health care flexible spending accounts, health savings accounts, and life insurance.
• Paid time off, paid company holidays, and vacation purchase program.
• Short- and long-term disability.
• Parental and family leave; military leave.
• Career development and tuition assistance.
• Student loan debt repayment program.
• Inclusive and welcoming company culture.

Schedule

Full-time standard office hours with flextime.