Key Responsibilities and Required Skills for Ocean Export Coordinator

🎯 Role Definition

The Ocean Export Coordinator is a logistics professional responsible for managing end-to-end ocean export operations for FCL (full container load) and LCL (less-than-container load) shipments. This role coordinates bookings with carriers and NVOCCs, prepares and reviews export documentation (e.g., shipping instructions, house bills of lading, commercial invoices, packing lists, certificates of origin), ensures export compliance and customs filings, tracks cargo movement through ports and carriers, and delivers exceptional customer service and cost-effective execution. The Ocean Export Coordinator acts as the primary operations contact for customers, vendors, carriers, port terminals, and internal teams to ensure timely, compliant, and profitable export shipments.

📈 Career Progression

Typical Career Path

Entry Point From:

Freight Forwarding Assistant / Export Administration Clerk
Logistics Coordinator / Shipping Clerk
Customer Service Representative in Freight Forwarding

Advancement To:

Senior Ocean Export Coordinator
Export Operations Supervisor / Manager
Global Logistics Manager or Trade Compliance Manager

Lateral Moves:

Import Coordinator / Import Operations Specialist
Customs Brokerage Specialist / Compliance Analyst
NVOCC or Carrier Account Representative

Core Responsibilities

Primary Functions

Manage the full lifecycle of ocean export shipments from order intake to proof of delivery, ensuring accurate export documentation, carrier booking confirmations, and timely follow-ups to meet customer requested ETAs and carrier cut-off times.
Create, verify and issue Shipping Instructions (SI), House Bills of Lading (HBL), and related transport documents; coordinate with carriers and master bill issuers to reconcile HBL vs. MBL discrepancies.
Prepare and review commercial invoices, packing lists, certificates of origin, phytosanitary or fumigation certificates, and other regulatory documents required for export clearance and customs compliance.
Execute carrier bookings and space confirmations with ocean carriers, NVOCCs, and consolidators; negotiate space allocation and manage rollovers, rebookings and vessel changes to minimize delays and demurrage exposure.
Manage FCL and LCL consolidations, container stuffing plans and seal control; liaise with warehouse and stuffing teams to ensure proper container loading, weight distribution and compliance with container safety rules (e.g., VGM).
File and manage electronic customs and security filings (e.g., AMS, ENS, ACE, AES, ISF where required), ensuring accuracy of commodity descriptions, HS codes, INCOTERMS, and consignee/notify party data.
Coordinate inland transportation and drayage for export moves including scheduling pickup appointments, monitoring container movement to port/terminal, and resolving gate-in/out exceptions.
Monitor shipment status, container availability and ETA/ETD changes; proactively communicate exceptions, delays and updated transit times to customers and internal stakeholders.
Handle rate and tariff quotes for ocean export services, prepare rate confirmations, and support commercial teams in negotiating and confirming freight and ancillary charges.
Execute EDI messaging and electronic data exchange with carriers, terminals and TMS platforms to maintain real-time status visibility and reduce manual data entry errors.
Reconcile billing and freight cost recoveries: validate carrier invoices, prepare chargebacks, support accounts receivable and accounts payable with documentation for invoicing and cost allocation.
Investigate and resolve operational claims and incidents including cargo damage, loss, misrouting, demurrage, detention and terminal charges; prepare detailed claim packages and liaise with insurers and carriers.
Ensure export compliance with national and international regulations, sanctions and embargo lists; identify and escalate restricted party screening hits and trade compliance anomalies.
Coordinate hazardous goods (IMO/IMDG) export shipments, verify proper documentation, labeling, segregation and carrier acceptance for dangerous goods.
Implement and maintain booking cut-off calendars, standardized operating procedures (SOPs) and exception workflows to improve on-time performance and reduce penalties.
Maintain accurate shipment records in Transport Management Systems (TMS), ERP or internal databases; ensure traceability for audit and customer service requests.
Serve as the primary point of contact for customers, providing proactive status updates, managing expectations, and resolving inquiries related to documentation, transit times and costs.
Collaborate with sales, customs brokerage, warehouse, and procurement teams to plan capacity, optimize routing, and reduce total landed cost for customers.
Participate in port and terminal coordination including appointment scheduling, container inspections, holds and release documentation to prevent port or carrier delays.
Perform daily operational reporting and KPIs such as on-time departures, documentation accuracy, detention/demurrage exposure, booking vs. load variance, and customer satisfaction metrics.
Train and mentor junior export associates on best practices for documentation, booking workflows, EDI usage and customer communication.
Coordinate special projects such as new route implementations, carrier transitions, automation of booking processes and continuous improvement initiatives to reduce manual touchpoints.
Support audit readiness and compliance reviews by preparing export files, manifest proofs, and customs entries for internal and external auditors.
Manage vendor and supplier relationships (ocean carriers, terminals, drayage providers, packers) including onboarding, service level agreements (SLAs) and performance feedback loops.

Secondary Functions

Produce standardized weekly and monthly reports for operations leadership detailing shipment volumes, cost variances, claims trends and service KPIs.
Support cross-functional continuous improvement efforts by documenting process gaps, proposing corrective actions and leading small process improvement pilots.
Assist commercial and customer success teams with ad-hoc export feasibility assessments, routing options analysis and landed cost modeling.
Maintain and update SOPs, job aids and training materials for export operations to ensure team consistency and quality control.
Participate in root-cause analysis for repeat operational failures and implement preventive measures with carriers, terminals or third-party vendors.
Provide backup support for import operations or billing during peak periods or team absences to ensure service continuity.

Required Skills & Competencies

Hard Skills (Technical)

Ocean export documentation expertise: House Bill of Lading (HBL), Master Bill of Lading (MBL), Shipping Instructions, commercial invoices, packing lists, certificates of origin.
Export compliance & customs filing: AES/ACE (USA), AMS/ENS (EU), ISF (U.S.), ENS/EXS, restricted party screening and sanctions screening.
Knowledge of INCOTERMS, HS tariff classification, commodity descriptions and licensing requirements for controlled goods.
Strong familiarity with ocean freight operations: carrier booking, space management, FCL/LCL consolidations, container stuffing, terminal cut-offs and VGM requirements.
Proficiency with Transport Management Systems (TMS), ERP systems, carrier portals and EDI messages (e.g., BAPLIE, IFCSUM, COPRAR, booking confirmations).
Rate management and freight costing: interpreting tariffs, surcharges, BAF/CAF adjustments and calculating landed costs.
Container logistics skills: drayage coordination, container tracking, seal management, demurrage and detention mitigation strategies.
Hazardous cargo (IMO/IMDG) handling knowledge and documentation processes.
Strong Excel skills (VLOOKUP/INDEX-MATCH, pivot tables) and ability to manipulate large datasets for reporting and reconciliation.
Claims handling and investigation: preparing evidence, negotiating settlements, liaising with insurers, carriers and customers.
Familiarity with trade management and compliance tools (Denial lists, denied party screening software) and basic knowledge of export licensing processes.
Excellent record-keeping skills and audit readiness: maintain complete and compliant export files.

Soft Skills

Exceptional verbal and written communication for clear customer updates and cross-functional coordination.
Strong customer service orientation with the ability to manage expectations, negotiate solutions and retain clients.
Acute attention to detail to ensure documentation accuracy and regulatory compliance.
Prioritization and time management skills to handle multiple shipments, cut-offs and high-volume periods.
Problem-solving and analytical mindset to troubleshoot exceptions and identify root causes.
Teamwork and collaboration with internal and external stakeholders including sales, customs brokers, carriers and warehouses.
Resilience and adaptability to changing sea schedules, carrier disruptions and regulatory updates.
Initiative and continuous improvement mindset to streamline processes and adopt automation.
Organizational skills for maintaining shipment records, follow-up logs and SOP documentation.
Professionalism and diplomacy when managing carrier disputes, late shipments and claims.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent with relevant logistics or administrative experience.

Preferred Education:

Associate degree or Bachelor's degree in Supply Chain Management, Logistics, International Business, Maritime Studies, Transportation or Business Administration.

Relevant Fields of Study:

Supply Chain Management
Logistics and Transportation
International Trade / International Business
Maritime Studies / Shipping Management
Business Administration / Operations Management

Experience Requirements

Typical Experience Range: 2–5 years in freight forwarding or ocean export operations.

Preferred: 3+ years of direct ocean export coordination experience with demonstrated competency in documentation, carrier bookings, customs filings, and use of TMS/EDI systems. Experience working with international trade compliance, hazardous cargo, and FCL/LCL consolidation preferred. Certifications such as Certified International Freight Forwarder (CIFF), Certified Export Specialist, or relevant customs/brokerage credentials are a plus.