Key Responsibilities and Required Skills for an Export Documentation Clerk

🎯 Role Definition

Are you a meticulously organized professional with a passion for global trade? This role requires a detail-oriented and proactive Export Documentation Clerk to join a dynamic logistics team. In this pivotal role, you will be the backbone of our international shipping operations, ensuring that every consignment moves seamlessly across borders. You will be responsible for the precise and timely preparation of all export documentation, navigating the complex landscape of customs regulations and carrier requirements. The ideal candidate is a master of accuracy, an excellent communicator, and thrives in a fast-paced environment where compliance is key. If you're ready to ensure our products reach our global customers without a hitch, we want to hear from you.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Logistics Assistant or Coordinator
Warehouse Clerk with shipping/receiving duties

Advancement To:

Senior Export Coordinator or Specialist
Logistics Supervisor / Manager
Trade Compliance Specialist or Analyst

Lateral Moves:

Import Documentation Clerk
Freight Forwarder Operations Agent
Supply Chain Planner

Core Responsibilities

Primary Functions

Prepare, issue, and manage a full set of export documentation, including commercial invoices, packing lists, shipper's letters of instruction (SLI), and certificates of origin.
Accurately create and process ocean bills of lading (OBL) and air waybills (AWB), coordinating directly with ocean carriers, airlines, and freight forwarders for timely release.
Ensure all documentation strictly adheres to international trade regulations, customs requirements, and the specific terms of letters of credit (L/C).
File export declarations through the Automated Export System (AES) via the Automated Commercial Environment (ACE) portal, ensuring full compliance with U.S. Census Bureau and Bureau of Industry and Security regulations.
Meticulously review and interpret customer purchase orders and letters of credit to extract documentation requirements and ensure all conditions are met to facilitate payment.
Coordinate with the warehouse, production, and sales departments to confirm shipment details, cargo readiness, and booking information.
Proactively track and trace international shipments from origin to final destination, providing regular, clear status updates to customers and internal stakeholders.
Liaise with customs brokers, freight forwarders, and drayage companies to troubleshoot and resolve any logistical or documentation-related issues that may cause delays.
Audit and approve freight invoices from carriers and forwarders, verifying rates and accessorial charges against negotiated agreements before submitting for payment.
Maintain a highly organized and compliant record-keeping system for all export shipments, archiving documents physically and digitally according to company policy and government regulations.
Prepare and submit documentation for banking purposes, including sight drafts and document collections, ensuring all paperwork is presented correctly to avoid discrepancies.
Manage the application and legalization of documents such as certificates of origin and commercial invoices with various Chambers of Commerce and consulates.
Communicate effectively with international customers to confirm shipping details, provide necessary documentation, and answer inquiries regarding shipment status.
Ensure all shipments are compliant with International Air Transport Association (IATA) and International Maritime Dangerous Goods (IMDG) regulations when handling hazardous materials.
Classify products with the correct Harmonized Tariff Schedule (HTS) codes and Export Control Classification Numbers (ECCN) for accurate customs declaration.
Prepare detailed freight cost quotations for the sales team and customers by engaging with multiple carriers and forwarders to find the most cost-effective solution.
Generate and analyze key performance indicator (KPI) reports related to on-time shipping, documentation accuracy, and freight cost analysis.
Stay current with changes in international shipping regulations, Incoterms, and trade compliance laws to ensure the company's processes remain up-to-date.
Assist in the negotiation of freight rates and service level agreements with ocean carriers, air freight providers, and trucking companies.
Handle insurance claims for lost or damaged cargo by gathering all necessary documentation and coordinating with the insurance provider and carrier.

Secondary Functions

Support the logistics and sales teams with ad-hoc reporting and shipment data analysis.
Contribute to the continuous improvement of documentation processes and the development of standard operating procedures (SOPs).
Collaborate with warehouse, sales, and finance departments to ensure a seamless and efficient order-to-delivery workflow.
Participate in regular team meetings to review shipment status, address challenges, and plan upcoming export activities.

Required Skills & Competencies

Hard Skills (Technical)

AES Filing: Proven experience and proficiency in filing electronic export information through the Automated Export System (AES).
Documentation Expertise: In-depth knowledge of international shipping documents, including Bills of Lading, Air Waybills, Certificates of Origin, and Commercial Invoices.
Incoterms Knowledge: Strong understanding of Incoterms 2020 and their application to sales and shipping contracts.
ERP/TMS Proficiency: Hands-on experience with Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle, NetSuite) and Transportation Management Systems (TMS).
MS Office Suite: Advanced proficiency in Microsoft Office, particularly Excel for data management and reporting, as well as Word and Outlook.
Letter of Credit (L/C) Experience: Familiarity with handling and processing shipments under Letters of Credit and understanding UCP 600 guidelines.
Regulatory Compliance: Knowledge of U.S. export regulations, including those from the Bureau of Industry and Security (BIS) and the U.S. Census Bureau.
Freight Forwarder Coordination: Demonstrated ability to effectively manage relationships and communications with freight forwarders and carriers.

Soft Skills

Attention to Detail: Exceptional accuracy and thoroughness in preparing and reviewing complex documentation to prevent costly errors.
Organizational Skills: Superior ability to manage multiple shipments, prioritize tasks, and meet tight deadlines in a high-volume environment.
Problem-Solving: Proactive and resourceful in identifying and resolving documentation discrepancies and logistical challenges.
Communication Skills: Excellent written and verbal communication skills for clear and professional interaction with customers, vendors, and internal teams.
Time Management: Strong ability to work independently and manage time effectively to ensure all deadlines are met.
Adaptability: Ability to adapt to changing regulations, customer demands, and fast-paced work environments.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Logistics & Supply Chain Management
International Business
Business Administration

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in an export documentation or international logistics role.

Preferred:

Direct experience working for a freight forwarder, NVOCC, or a manufacturer with high-volume international shipping operations.
Professional certification in logistics, transportation, or customs (e.g., Certified Customs Specialist) is a significant plus.