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Key Responsibilities and Required Skills for an Exportation Agent

💰 $55,000 - $85,000

LogisticsSupply ChainInternational TradeTransportation

🎯 Role Definition

As an Exportation Agent, you are the central coordinator for all international export activities. You will be the primary point of contact for clients, managing the entire shipment lifecycle from quotation and booking to final delivery. This position requires a deep understanding of export documentation, customs regulations, and logistics management to navigate the complexities of global trade. The ideal candidate is a master of multitasking and a sharp problem-solver, dedicated to ensuring every shipment is compliant, cost-effective, and on schedule. You will be instrumental in maintaining our reputation for reliability and excellence in the freight forwarding industry.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator
  • Shipping/Receiving Clerk
  • Import/Export Assistant

Advancement To:

  • Senior Exportation Agent or Team Lead
  • Logistics Manager or Operations Manager
  • Trade Compliance Manager

Lateral Moves:

  • Import Agent
  • Customs Brokerage Specialist
  • Supply Chain Analyst

Core Responsibilities

Primary Functions

  • Manage the complete lifecycle of export shipments, including quoting, booking, and coordinating cargo movement via air and ocean freight.
  • Prepare, review, and process all required export documentation with precision, including Commercial Invoices, Packing Lists, Certificates of Origin, and Shipper's Letters of Instruction (SLI).
  • Accurately and punctually file Electronic Export Information (EEI) through the Automated Export System (AES) in compliance with U.S. Census Bureau and Customs regulations.
  • Ensure strict adherence to all U.S. export control laws, including Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR), and OFAC sanctions.
  • Coordinate and negotiate competitive rates with ocean carriers, airlines, trucking companies, and other vendors to optimize shipment costs and service levels.
  • Arrange and oversee inland transportation from the shipper's door to the port or airport, ensuring cargo meets strict cut-off times.
  • Serve as the main point of contact for clients, providing proactive and transparent updates on shipment status, potential delays, and delivery schedules.
  • Issue, verify, and distribute House and Master Bills of Lading and Air Waybills, ensuring all information is correct and aligns with client and carrier requirements.
  • Diligently track and trace international shipments from origin to destination, resolving any in-transit issues and providing timely proof of delivery.
  • Handle the financial settlement of shipments by creating client invoices, auditing and approving vendor invoices, and resolving any billing discrepancies.
  • Classify products using appropriate Schedule B/HTS codes for accurate customs declarations and EEI filings.
  • Liaise effectively with overseas agents and partners to guarantee a seamless and well-coordinated door-to-door or door-to-port service.
  • Proactively identify and resolve complex logistical challenges, such as customs holds, cargo damage claims, or shipment rerouting, minimizing impact on the client.
  • Maintain comprehensive and updated client profiles, Standard Operating Procedures (SOPs), and rate agreements within the company's Transportation Management System (TMS).
  • Prepare and provide detailed freight quotations to clients and sales teams, analyzing various routing and carrier options to present the best solutions.
  • Manage shipments requiring a Letter of Credit, ensuring all documentation is prepared and presented in strict accordance with bank requirements.
  • Screen all parties involved in a shipment against government-denied party lists to ensure full trade compliance.
  • Oversee the shipment of hazardous materials (HazMat/DG), ensuring full compliance with IATA (air) and IMDG (ocean) regulations for documentation, labeling, and handling.
  • Communicate with warehouses and fulfillment centers to confirm cargo readiness, coordinate container loading, and verify weights and dimensions.
  • Develop and maintain strong, positive relationships with clients, carriers, and vendors to foster long-term partnerships.

Secondary Functions

  • Generate and analyze operational reports on key performance indicators such as shipment volume, profitability, and on-time performance for management review.
  • Assist the sales department by providing operational expertise and insights during the onboarding process for new export clients.
  • Stay informed of evolving international trade regulations, logistics technologies, and industry best practices to ensure continuous improvement and compliance.
  • Support cross-functional teams, including import and customs brokerage departments, during peak periods or on special projects.
  • Participate in the training and mentoring of junior logistics coordinators and new team members.

Required Skills & Competencies

Hard Skills (Technical)

  • AES Filing: Proven proficiency in filing Electronic Export Information (EEI) through the Automated Export System (AESDirect).
  • Incoterms Knowledge: Strong understanding of Incoterms 2020 and their practical application in quoting and shipment execution.
  • Logistics Software Proficiency: Hands-on experience with a Transportation Management System (TMS) such as CargoWise One, Magaya, SAP, or Oracle Transportation Management.
  • Regulatory Expertise: In-depth knowledge of U.S. export regulations, including CBP, EAR, ITAR, and FTR.
  • Freight Modalities: Experience handling both ocean freight (FCL/LCL) and air freight shipments.
  • Documentation Mastery: Expertise in creating and managing all forms of export and shipping documents.
  • MS Office Suite: High proficiency in Microsoft Office, particularly Excel for rate analysis and Outlook for communication.

Soft Skills

  • Attention to Detail: Meticulous and precise, especially concerning documentation and compliance, to prevent costly errors.
  • Communication: Exceptional written and verbal communication skills for clear and professional interaction with clients, vendors, and internal teams.
  • Problem-Solving: Resourceful and critical thinker with the ability to navigate unexpected logistical challenges and find effective solutions under pressure.
  • Time Management: Superior organizational skills to manage a high volume of shipments simultaneously and meet tight deadlines.
  • Customer Focus: A strong commitment to providing outstanding customer service and building lasting client relationships.
  • Adaptability: Ability to thrive in a fast-paced, dynamic environment where priorities can shift rapidly.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's degree from an accredited institution.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics
  • International Business
  • Business Administration

Experience Requirements

Typical Experience Range:

2-7 years of direct, hands-on experience in an export-focused role within a freight forwarding or NVOCC environment.

Preferred:

  • Experience handling a diverse portfolio of commodities, including hazardous materials or project cargo.
  • A proven track record of managing both air and ocean export operations from start to finish.
  • Certified Export Specialist (CES) or similar industry certification is a significant plus.
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