Torchora
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Key Responsibilities and Required Skills for Export Clerk

💰 $45,000 - $65,000

LogisticsSupply ChainInternational TradeAdministration

🎯 Role Definition

As an Export Clerk, you are the logistical cornerstone of our global trade operations. You will be responsible for meticulously coordinating and executing all administrative tasks required to ship goods internationally. This position requires a sharp eye for detail and a deep understanding of export regulations to navigate the complexities of customs, documentation, and freight forwarding. You will act as the primary liaison between our company, customers, carriers, and government agencies, ensuring every shipment is compliant, on-time, and perfectly documented. Your expertise will directly impact our supply chain's efficiency and our reputation in the international market.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator Assistant
  • Shipping and Receiving Clerk
  • Administrative Assistant (in a logistics or manufacturing environment)

Advancement To:

  • Senior Export Coordinator / Specialist
  • Export Manager
  • Logistics Manager or Analyst
  • Customs Broker (with additional certification)

Lateral Moves:

  • Import Clerk / Coordinator
  • Freight Forwarder
  • Logistics Planner

Core Responsibilities

Primary Functions

  • Prepare, process, and manage all necessary export documentation, including commercial invoices, packing lists, shipper's letters of instruction (SLI), and certificates of origin.
  • Accurately file export declarations through the Automated Export System (AES) in compliance with U.S. Census Bureau and Customs and Border Protection (CBP) regulations.
  • Coordinate directly with freight forwarders, ocean carriers, and airlines to book international shipments, ensuring optimal routing and competitive pricing.
  • Meticulously review and verify Letters of Credit to ensure all documentation and shipping terms strictly adhere to the bank's requirements, preventing discrepancies and payment delays.
  • Generate and manage critical transport documents such as Bills of Lading (ocean and house) and Air Waybills, ensuring their accuracy and timely distribution to all relevant parties.
  • Proactively track and trace shipments from origin to final destination, providing regular, clear status updates to customers and internal stakeholders.
  • Serve as the main point of contact for international customers regarding shipment status, documentation inquiries, and resolving any logistical issues that may arise.
  • Ensure all shipments comply with international trade regulations, including Incoterms 2020, Export Administration Regulations (EAR), and International Traffic in Arms Regulations (ITAR) where applicable.
  • Liaise with the warehouse and production teams to coordinate the timely picking, packing, and staging of goods for export, ensuring orders are ready for carrier pickup.
  • Audit and approve freight invoices from carriers and forwarders, verifying charges against negotiated rates and resolving any billing discrepancies.
  • Maintain a highly organized and accurate filing system for all shipment-related documentation, both physical and digital, for compliance and record-keeping purposes.
  • Prepare and submit required documentation for shipments containing hazardous materials (Hazmat/DG), ensuring full compliance with IATA and IMDG regulations.
  • Investigate and resolve any shipping issues, such as customs holds, transit delays, or damaged goods, by working collaboratively with carriers and agents.
  • Communicate effectively with internal departments, including Sales, Customer Service, and Finance, to ensure a seamless order-to-delivery process.
  • Negotiate with carriers and forwarders to secure favorable freight rates and service levels for various trade lanes.
  • Manage the application and issuance of special permits, licenses, or certificates required by destination countries for specific commodities.
  • Provide post-shipment support by sending final documentation packages to customers and assisting with any follow-up inquiries.
  • Accurately enter and maintain shipment data, container information, and logistical milestones within the company’s ERP or transportation management system (TMS).
  • Coordinate with customs brokers in destination countries to facilitate smooth and timely customs clearance for our customers.
  • Classify products with appropriate Harmonized Tariff Schedule (HTS) codes and Export Control Classification Numbers (ECCN) for documentation purposes.

Secondary Functions

  • Assist the Logistics Manager in analyzing carrier performance, transit times, and shipping costs to identify opportunities for process improvement and cost savings.
  • Contribute to the development and maintenance of Standard Operating Procedures (SOPs) for the export department to ensure consistency and compliance.
  • Support ad-hoc reporting requests related to export volumes, freight spend, and on-time delivery metrics.
  • Participate in cross-functional projects aimed at enhancing the overall efficiency of the supply chain.

Required Skills & Competencies

Hard Skills (Technical)

  • AES Filing: Direct experience and proficiency in filing electronic export information through the Automated Export System (AESDirect).
  • Incoterms Knowledge: Strong working knowledge of Incoterms 2020 and their practical application in international sales and shipping.
  • Export Documentation Expertise: Proven ability to accurately prepare a full set of export documents, including Commercial Invoices, Packing Lists, SLIs, and Bills of Lading/Air Waybills.
  • Logistics Software Proficiency: Experience using Transportation Management Systems (TMS), ERP systems (like SAP or Oracle), or freight forwarder software (e.g., CargoWise).
  • Regulatory Compliance: Solid understanding of U.S. export regulations (CBP, EAR, FTR) and international shipping standards.
  • MS Office Suite: High proficiency in Microsoft Office, particularly Excel for creating reports and tracking data, and Word/Outlook for documentation and communication.
  • Carrier Booking: Familiarity with online booking portals for major ocean and air freight carriers.

Soft Skills

  • Exceptional Attention to Detail: Ability to meticulously manage complex documentation and data with a high degree of accuracy to prevent costly errors.
  • Superior Organization & Time Management: Demonstrated ability to prioritize multiple tasks, manage deadlines, and work effectively in a fast-paced environment.
  • Proactive Problem-Solving: The skill to anticipate potential issues, identify problems as they arise, and efficiently find effective solutions.
  • Clear & Concise Communication: Excellent written and verbal communication skills for interacting professionally with customers, vendors, and internal teams across the globe.
  • Ability to Work Under Pressure: A calm and resilient demeanor, capable of handling tight deadlines and unexpected logistical challenges with composure.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent GED.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics
  • International Business

Experience Requirements

Typical Experience Range: 1-3 years of direct experience in an export, freight forwarding, or international logistics role.

Preferred: 3+ years of dedicated experience as an Export Clerk or Coordinator with hands-on responsibility for both air and ocean freight shipments and a proven track record of managing complex documentation and compliance requirements.

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