Key Responsibilities and Required Skills for Import Planner

🎯 Role Definition

The Import Planner is the linchpin of a company's international supply chain. This role is responsible for the strategic and tactical management of all inbound shipments, ensuring that products arrive on time, on budget, and in full compliance with all customs regulations. By collaborating closely with suppliers, freight forwarders, customs brokers, and internal teams like procurement and warehousing, the Import Planner mitigates risks, optimizes logistics costs, and maintains the ideal inventory levels needed to meet customer demand. This is a dynamic, detail-oriented position that requires a proactive mindset and a deep understanding of the complexities of global trade.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Coordinator
Supply Chain Analyst
Import/Export Assistant

Advancement To:

Senior Import Planner
Logistics Manager
Supply Chain Manager

Lateral Moves:

Demand Planner
Procurement Specialist

Core Responsibilities

Primary Functions

Orchestrate the end-to-end movement of international purchase orders, from supplier handover to final delivery at the designated warehouse or distribution center.
Diligently track and trace all inbound air and ocean freight shipments, maintaining constant visibility and providing proactive status updates to internal stakeholders.
Act as the primary point of contact for freight forwarders and customs brokers, building strong partnerships to ensure efficient and reliable service.
Verify and manage all required import documentation, including commercial invoices, packing lists, bills of lading, and certificates of origin, ensuring 100% accuracy and compliance.
Collaborate with the customs compliance team to ensure proper HTS (Harmonized Tariff Schedule) classification for all imported goods to minimize duties and avoid penalties.
Analyze and negotiate freight quotes from various carriers and forwarders to optimize transportation costs while maintaining required service levels.
Monitor and manage key performance indicators (KPIs) for on-time delivery, transit time, and freight cost per unit, identifying trends and areas for improvement.
Proactively identify and resolve potential in-transit issues, such as customs holds, port congestion, carrier delays, or documentation discrepancies, to minimize supply chain disruptions.
Maintain and update shipping and delivery schedules within the company's ERP (Enterprise Resource Planning) or TMS (Transportation Management System).
Coordinate with the warehouse receiving team to provide advanced shipping notices (ASNs) and schedule inbound container deliveries for smooth and efficient unloading operations.
Process and approve freight and duty invoices, auditing them against negotiated rates and contracts to ensure accurate billing.
Develop and maintain a comprehensive understanding of Incoterms and apply them correctly to purchase orders to clarify risk and cost responsibilities.
Work closely with the demand planning and procurement teams to align import schedules with inventory targets and production requirements.
Prepare and distribute regular reports on import activity, shipment status, and logistics costs to management and other relevant departments.
Lead initiatives to streamline import processes, identify cost-saving opportunities, and enhance overall supply chain efficiency.
Manage and file freight claims with carriers for any lost or damaged goods, seeing the process through to resolution and recovery.
Ensure all import activities adhere to the regulations of government agencies such as U.S. Customs and Border Protection (CBP) and other Partner Government Agencies (PGAs).
Communicate container and shipment priorities to brokers and carriers to align with business needs and critical inventory shortages.
Evaluate and onboard new logistics partners, participating in the RFI/RFP process to secure competitive and reliable freight services.
Maintain a detailed log of all shipments, including costs, timelines, and any issues encountered, to support future analysis and strategic decision-making.
Provide cross-functional support by advising other departments on logistics costs, transit times, and documentation requirements for new products or sourcing regions.
Stay current with changes in international trade laws, tariffs, and transportation industry trends that could impact the company's import operations.

Secondary Functions

Support ad-hoc data requests and exploratory analysis related to freight costs and carrier performance.
Contribute to process improvement projects within the broader supply chain and logistics department.
Assist in training junior team members or coordinators on import procedures and systems.
Participate in cross-functional meetings to represent the logistics perspective on new product launches or sourcing strategies.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in ERP systems (e.g., SAP, Oracle NetSuite, Microsoft Dynamics 365) for purchase order and inventory management.
Advanced knowledge of Microsoft Excel, including VLOOKUPs, pivot tables, and complex formula creation for data analysis and reporting.
Deep understanding of international logistics principles, including ocean and air freight modes of transport.
Working knowledge of U.S. Customs regulations, Harmonized Tariff Schedule (HTS) classification, and import documentation requirements.
Familiarity with Transportation Management Systems (TMS) for shipment tracking and execution.
Comprehensive knowledge of Incoterms 2020 and their practical application in international trade.

Soft Skills

Exceptional organizational skills and an impeccable attention to detail, especially concerning documentation and data accuracy.
Strong analytical and problem-solving abilities to navigate complex logistics challenges and identify effective solutions.
Excellent written and verbal communication skills for clear and professional interaction with global suppliers, partners, and internal teams.
Proven ability to prioritize tasks and manage time effectively in a fast-paced, deadline-driven environment.
Strong negotiation skills for securing favorable terms with freight forwarders and carriers.
A collaborative mindset with the ability to work effectively as part of a cross-functional team.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent, combined with substantial relevant work experience. An Associate's degree is often required.

Preferred Education:

A Bachelor's Degree from an accredited four-year college or university.

Relevant Fields of Study:

Supply Chain Management
Logistics
Business Administration
International Business

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in import logistics, international freight forwarding, customs brokerage, or a closely related supply chain planning role.

Preferred:

Experience within a specific industry (e.g., retail, consumer goods, manufacturing) that involves high-volume international imports is highly advantageous.