Import-Export Documentation Specialist

Job Description

The Import-Export Documentation Specialist plays a crucial role in facilitating international trade operations by ensuring the accurate and timely completion of import and export documentation. This role requires a combination of strong communication skills, attention to detail, and proficiency in relevant software tools to manage the documentation process efficiently.

Key Responsibilities:
● Documentation Preparation:
● Prepare and review all necessary import and export documentation, including commercial invoices, packing lists, bills of lading, certificates of origin, and other required documents.
● Ensure compliance with relevant international trade regulations and customs requirements.

● Communication:
● Effectively communicate with internal teams, external partners, and relevant government agencies to gather and verify information required for documentation.
● Collaborate with shipping and logistics teams to coordinate the timely movement of goods and resolve any documentation-related issues.

● Regulatory Compliance:
● Stay informed about changes in import/export regulations and customs procedures to ensure compliance with local and international trade laws.
● Assist in obtaining necessary licenses and permits for international shipments.
● Software Skills:
● Utilize relevant software tools and systems to manage and track the import-export documentation process.
● Well experienced on using Excel, Word and other industry-specific tools.
● Problem Resolution:
● Proactively identify and address any discrepancies or issues in documentation, working closely with internal and external stakeholders to resolve them promptly.
● Provide support in the event of customs audits or inspections.
● Record Keeping:
● Maintain accurate and organized records of all import and export documentation, ensuring easy retrieval for audits or reference.

● Generate reports and documentation summaries as needed.
● Customer Service:
● Respond to inquiries from customers, suppliers, and regulatory authorities regarding documentation and shipping processes.
● Provide excellent customer service by addressing queries and concerns in a timely and professional manner.

● Continuous Improvement:
● Contribute to the development and improvement of documentation processes to enhance efficiency and accuracy.
● Identify opportunities for process optimization and implement best practices.
Qualifications:

● Bachelor’s degree in a relevant field (Business, International Trade, Logistics, etc.).
● Proven experience in import-export documentation and regulatory compliance.
● Strong communication skills, both verbal and written.
● Proficiency in using relevant software tools, including ERP systems and Customs Management Software.
● Detail-oriented with excellent organizational and multitasking abilities.
● Knowledge of international trade laws, customs regulations, and Incoterms.
● Ability to work collaboratively in a team and adapt to changing requirements.
This job description outlines the primary responsibilities and qualifications for an Import-Export Documentation Specialist with an emphasis on communication skills and software proficiency. The role is critical in ensuring the smooth flow of goods across international borders while maintaining compliance with relevant regulations.