Key Responsibilities and Required Skills for Air Export Coordinator

🎯 Role Definition

The Air Export Coordinator is responsible for end-to-end coordination of air export shipments, ensuring accurate documentation, regulatory compliance, timely carrier bookings and proactive customer communication. This role liaises with customers, airlines, ground handlers and customs authorities to move freight safely, cost-effectively and on schedule while minimizing risk and resolving exceptions quickly.

Key synonyms / search phrases: air export coordinator, air freight coordinator, export operations coordinator, airfreight documentation specialist, freight forwarder air export.

📈 Career Progression

Typical Career Path

Entry Point From:

Freight Forwarding Assistant / Operations Assistant
Customer Service Representative (Logistics / Transportation)
Logistics Coordinator (Import or Domestic)

Advancement To:

Senior Air Export Coordinator / Team Lead
Export Operations Supervisor / Export Manager
International Freight Manager / Operations Manager

Lateral Moves:

Import Coordinator
Documentation Specialist / Export Documentation Analyst
Sales Support / Account Coordinator (Freight Forwarding)

Core Responsibilities

Primary Functions

Coordinate and manage the full lifecycle of air export shipments from booking confirmation to handover to airline or ground handler, ensuring timely departure and delivery according to agreed schedules and service levels.
Prepare, review and issue accurate export documentation (AWB/HAWB, commercial invoice, packing list, certificate of origin, dangerous goods declarations and other required permits) to meet customer, carrier and customs requirements.
Book space and negotiate capacity and rates with airlines and consolidators, optimizing routing and cost while considering transit time, temperature control and special handling needs.
Verify commodity descriptions, dimensions, weights, piece counts and declared value to ensure correct Air Waybill creation and compliance with carrier and customs rules.
Perform export compliance screening (sanctions, embargoes, restricted parties) and ensure shipments adhere to relevant export controls, customs laws and trade compliance requirements.
Ensure accurate electronic data interchange (EDI) or manual transmission of AWB and shipment instructions to airlines, handlers and customers; maintain timely updates in WMS/TMS or CargoWise systems.
Classify and document hazardous goods in accordance with IATA Dangerous Goods Regulations (DGR), prepare Proper Shipping Names, UN numbers, packing groups and ensure proper labeling and DG documentation.
Coordinate with ULD (Unit Load Device) teams and ground handling to plan build-up, load planning and ensure correct stuffing/securing of air cargo to prevent damage and comply with airline load plans.
Monitor shipment progress in real time, proactively identify and resolve exceptions (delays, misrouted cargo, lost items, customs holds) and communicate status and mitigation plans to internal teams and customers.
Manage temperature-controlled, pharmaceutical and perishable cargo requirements, ensuring correct routing, pre-cooling, specialized handling instructions and documentation for cold chain integrity.
Prepare and submit export declarations and electronic export information (e.g., AES, ECS) where applicable; coordinate with customs brokers to clear shipments on time and avoid fines or delays.
Reconcile shipment manifests, carrier invoices and customer billing; prepare costing worksheets and support the finance team with accurate invoicing and claims documentation.
Initiate and manage claims and quality investigations for damaged, short, or lost cargo; collect evidence, liaise with carriers/insurers and drive timely resolution and recoveries.
Provide quotes and operational input during the sales process, including transit times, routings, special handling requirements, dimensional weight calculations and carrier surcharges.
Maintain and update SOPs, checklists and operational dashboards to ensure consistent execution of air export processes and support continual process improvement.
Train and mentor junior coordinators and cross-functional colleagues on booking procedures, documentation standards, system workflows and regulatory changes.
Maintain accurate shipment records and audit trails for compliance and customer service purposes; respond to internal and external audit requests in a timely manner.
Coordinate cross-border intermodal handoffs (air to truck/sea) and special projects involving consolidation, deconsolidation and re-export processes as required.
Monitor and control operational KPIs such as on-time departures, documentation accuracy, claims ratio and customer satisfaction; propose corrective actions when KPIs fall below target.
Liaise with global network offices and vendors to coordinate consolidated shipments, AWB split/merge instructions and hub transshipments, ensuring clear instructions and accountability.
Assist in rate and contract implementation by validating carrier contracts, surcharge applications and fuel adjustments to ensure correct pricing on customer invoices.
Support emergency response and contingency planning (flight irregularities, natural disasters, regulatory shutdowns) by executing alternate routing, re-booking and customer communication plans.

Secondary Functions

Support ad-hoc reporting requests and provide operational metrics and trend analysis to the export management team for continuous improvement initiatives.
Participate in cross-functional projects to implement or optimize TMS/WMS tools (e.g., CargoWise, BluJay, SAP TM) and EDI integrations for air export workflows.
Maintain and update customer-specific documentation templates and EDI mappings to improve automation and reduce manual touchpoints.
Assist with supplier performance reviews and vendor scorecards, consolidating feedback and identifying opportunities to improve service levels.
Support business continuity tasks and backup responsibilities for team members during peak seasons or absences, ensuring uninterrupted export operations.

Required Skills & Competencies

Hard Skills (Technical)

Strong knowledge of air waybill (AWB/HAWB) creation and management, including e‑AWB processes and EDI transmissions.
Proficient with IATA Dangerous Goods Regulations (DGR) and ability to prepare accurate DG paperwork for air transport.
Experience using freight forwarding and TMS/WMS platforms such as CargoWise, BluJay, WiseTech, INTTRA or SAP TM; ability to input and extract shipment data efficiently.
Solid understanding of customs export filing procedures (AES/Census, ECS) and experience coordinating with customs brokers to clear exports.
Advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, data validation) for shipment reconciliation, margin analysis and reporting.
Familiarity with Incoterms, commodity classification (HS codes) and export licensing requirements for controlled goods.
Proficient shipment tracking and exception management using carrier portals and tracking tools; experience with API/EDI status feeds a plus.
Ability to perform dimensional weight calculations, space optimization and ULD/ULD build planning for air cargo.
Basic accounting and invoicing knowledge including freight cost reconciliation, surcharge application and billing adjustments.
Knowledge of compliance screening tools and procedures (sanctions, denied parties, AML) to prevent restricted party shipments.

Soft Skills

Exceptional attention to detail and accuracy when preparing legal and commercial shipping documents.
Clear and professional communication skills for liaising with customers, carriers, customs and internal stakeholders.
Strong problem-solving and prioritization skills to manage high-volume, time-sensitive shipments and resolve exceptions.
Customer-focused mindset with the ability to manage expectations and deliver a high level of service under pressure.
Team player who can collaborate across operations, sales and finance to meet business objectives.
Adaptability and resilience in a fast-paced global logistics environment with changing regulations and carrier schedules.
Organizational and time-management skills to juggle multiple bookings, deadlines and regulatory requirements.
Analytical mindset for identifying trends, proposing process improvements and supporting KPI delivery.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent with relevant logistics/transportation coursework.

Preferred Education:

Bachelor’s degree in Supply Chain Management, Logistics, International Business, Transportation Management or related field.

Relevant Fields of Study:

Supply Chain Management
Logistics & Transportation
International Trade / International Business
Business Administration

Experience Requirements

Typical Experience Range: 1–5 years in freight forwarding/air export operations.

Preferred:

3+ years of direct air export operations experience within a freight forwarding or carrier environment, including experience with hazardous goods and temperature-controlled cargo.
Experience using CargoWise/WMS/TMS, carrier portals and export compliance systems.
Certifications such as IATA DGR certification, Dangerous Goods Training, customs brokerage or relevant export compliance training are highly desirable.