Import Coordinator

Responsibilities

• Review import documentation and determine all pertinent details required for processing shipments.
• Perform piece count reconciliation to ensure shipment quantities match documentation and system records.
• Complete accurate data entry of shipment, customer, and billing information into internal systems.
• Look up and update arrival notice information to keep shipment status current and visible to stakeholders.
• Trace freight as needed to identify shipment location, status, and potential delays.
• Create delivery orders and delivery instructions as needed to coordinate the movement of freight.
• Avoid unnecessary costs by evaluating service options and equipment needs for deliveries.
• Determine and coordinate the equipment needed for deliveries to meet shipment and customer requirements.
• Obtain proof of delivery and verify that shipments have reached their destination as scheduled.
• Obtain delivery charges, reconcile invoices, and resolve disputed charges with service providers.
• Aid Import Customer Service Representatives with daily functions and shipment-related tasks as needed.
• Periodically clean-up Cargowise system filters to improve data accuracy and system performance.
• Communicate effectively with internal teams, customers, and service providers via email and phone to resolve shipment matters and provide updates.

Requirements

• Demonstrated ability to interpret and process import documentation accurately.
• Experience with data entry and administrative support in a logistics or freight-related environment.
• Strong customer service skills with the ability to handle shipment inquiries and issues professionally.
• Knowledge of import processes, order entry, dispatch, and freight coordination.
• Proficiency in Microsoft Office and Microsoft systems, including Outlook and email communication.
• Ability to manage documentation processes such as bills of lading and arrival notices.
• Strong verbal and written communication skills for clear interaction with customers and service providers.
• Ability to follow up and follow through on shipment matters until resolution.
• Critical thinking skills with the ability to identify problems and propose practical solutions.
• Ability to work effectively in logistics and freight forwarding operations.
• Competence in invoicing and reconciling delivery charges, including disputed amounts.