Key Responsibilities and Required Skills for Export Coordinator

🎯 Role Definition

An Export Coordinator is the logistical backbone of a company's international sales operations. You are the central point of contact, orchestrating the complex process of moving goods across borders. This role involves meticulous planning, precise documentation, and constant communication with customers, freight forwarders, customs brokers, and internal teams like sales and warehousing. You are a problem-solver and a compliance gatekeeper, ensuring every shipment not only arrives on time and within budget but also adheres to the intricate web of global trade regulations. Success in this position directly impacts customer satisfaction, operational efficiency, and the company's bottom line by navigating the challenges of international logistics seamlessly.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Assistant or Coordinator
Shipping & Receiving Clerk
International Customer Service Representative
Administrative Assistant (in a manufacturing or logistics environment)

Advancement To:

Senior Export Coordinator / Team Lead
Export Manager / Logistics Manager
Global Trade Compliance Specialist or Analyst
Supply Chain Manager

Lateral Moves:

Import Coordinator
Domestic Logistics Planner
Supply Chain Analyst

Core Responsibilities

Primary Functions

Manage the complete life-cycle of export shipments, from initial order processing and booking to final delivery, ensuring a seamless and on-time customer experience.
Prepare, verify, and meticulously process all required export documentation, including commercial invoices, packing lists, shipper's letters of instruction (SLI), bills of lading (Air and Ocean), and certificates of origin.
Coordinate and negotiate with freight forwarders, ocean carriers, and airlines to book international shipments, securing competitive rates and optimal transit routes.
Ensure 100% compliance with all U.S. export control laws and regulations, including the Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR), and OFAC sanctions.
Accurately file Electronic Export Information (EEI) through the Automated Export System (AES) portal in a timely manner for all required shipments.
Act as the primary liaison for international customers, sales representatives, and warehouse personnel, providing proactive updates on shipment status, documentation, and logistical matters.
Proactively track and trace all international shipments, identifying and resolving potential in-transit delays, customs holds, or other exceptions to mitigate disruptions.
Scrutinize and process transactions involving Letters of Credit (L/C), ensuring all documentation strictly adheres to the credit's terms and conditions to guarantee payment.
Assist in determining the correct Harmonized Tariff Schedule (HTS) codes and Export Control Classification Numbers (ECCN) for products to ensure customs accuracy.
Liaise effectively with customs brokers in destination countries to facilitate smooth and timely customs clearance procedures.
Maintain organized and comprehensive digital and physical shipment files, ensuring all records are audit-ready and accessible.
Audit, code, and approve freight invoices from logistics vendors, resolving billing discrepancies and ensuring accurate cost allocation.
Prepare detailed international freight quotes for the sales team and customers, analyzing various shipping modes and service levels to provide cost-effective solutions.
Collaborate closely with the warehouse and production teams to coordinate the timely picking, packing, and staging of orders for international dispatch.
Advise internal departments on the correct application and implications of Incoterms 2020 to minimize risk and clarify responsibilities between buyer and seller.
Manage the specialized documentation and handling requirements for shipping hazardous materials (HAZMAT) or dangerous goods, ensuring full compliance with IATA and IMDG regulations.
Cultivate and maintain strong, productive relationships with a network of key logistics partners, including freight forwarders and carriers.
Identify and recommend opportunities for process improvements within the export workflow to increase efficiency, reduce operational costs, and elevate service quality.
Generate and analyze key performance indicator (KPI) reports related to freight spend, on-time performance, and carrier service levels.
Provide clear and timely pre-alert and shipping documentation to overseas customers and agents, enabling them to prepare for cargo arrival and clearance.
Manage the claims process for in-transit loss or damage, from initial filing and evidence collection to resolution with insurance providers and carriers.

Secondary Functions

Support the sales team by providing expert guidance on international logistics capabilities, transit times, and potential regulatory hurdles.
Assist in maintaining and updating internal databases for freight rates, carrier contacts, and standard operating procedures (SOPs).
Participate in cross-functional projects aimed at improving the overall supply chain and logistics network.
Contribute to inventory control efforts by providing visibility into outbound international stock movements.

Required Skills & Competencies

Hard Skills (Technical)

Export Documentation Expertise: Mastery in preparing Commercial Invoices, Packing Lists, SLIs, and Certificates of Origin.
Incoterms Knowledge: Deep understanding of Incoterms 2020 and their practical application.
AES Filing: Proven experience filing Electronic Export Information (EEI) via the AESDirect portal.
Trade Compliance: Working knowledge of U.S. export regulations (EAR, ITAR, OFAC).
ERP/TMS Proficiency: Hands-on experience with ERP systems (e.g., SAP, Oracle, NetSuite) and/or Transportation Management Systems (TMS).
Freight Forwarder/Carrier Management: Skill in booking, tracking, and communicating with logistics service providers.
Letter of Credit (L/C): Familiarity with reviewing and executing documents against letters of credit.
Commodity Classification: Basic knowledge of HTS codes and ECCN classification.
Freight Quoting & Analysis: Ability to calculate and compare international shipping costs.
Dangerous Goods Regulations: Awareness of IATA (air) and IMDG (ocean) regulations for shipping hazardous materials is a strong plus.
Microsoft Office Suite: Advanced proficiency in Excel, Word, and Outlook for reporting and communication.

Soft Skills

Extreme Attention to Detail: An exceptional ability to produce accurate, error-free documentation and data.
Superior Organizational & Time Management: The ability to multitask, prioritize a high-volume workload, and meet strict deadlines.
Proactive Problem-Solving: The foresight to anticipate issues and the critical thinking skills to resolve them efficiently.
Clear & Concise Communication: Excellent written and verbal communication skills for interacting with global partners and internal teams.
Customer-Centric Mindset: A strong commitment to providing outstanding service to internal and external customers.
Resilience Under Pressure: The capacity to remain calm, focused, and effective in a fast-paced, deadline-driven environment.
Collaborative Spirit: A team player who works effectively with colleagues across different departments.
Adaptability: Flexibility to navigate changing priorities, regulations, and customer requirements.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent GED. An Associate's Degree is often preferred.

Preferred Education:

Bachelor's Degree from an accredited university.

Relevant Fields of Study:

Supply Chain Management
Logistics
International Business
Business Administration

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in an export, international logistics, or freight forwarding role.

Preferred:

Experience in a manufacturing or distribution environment.
Prior experience working directly for a freight forwarder.
Certification in a related field, such as a Certified Customs Specialist (CCS), is highly desirable.