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Key Responsibilities and Required Skills for Ocean Import Coordinator

💰 $45,000 - $68,000

LogisticsSupply ChainImport/ExportOperations

🎯 Role Definition

The Ocean Import Coordinator manages the day-to-day operational flow for ocean import shipments, ensuring accurate documentation, timely customs clearance, proactive exception management, and clear communication with customers, carriers, ports, and inland partners. This role focuses on optimizing transit times, minimizing demurrage and detention costs, and ensuring regulatory compliance for international sea freight imports (FCL/LCL, RoRo, project cargo).

📈 Career Progression

Typical Career Path

Entry Point From:

  • Import Clerk / Import Administrator
  • Freight Forwarding Customer Service Representative
  • Logistics Coordinator / Junior Operations Coordinator

Advancement To:

  • Senior Import Coordinator / Import Supervisor
  • Import Operations Manager / Freight Operations Manager
  • Global Logistics Manager / Supply Chain Manager

Lateral Moves:

  • Export Coordinator / Export Operations
  • Customs Brokerage Specialist / Customs Clearance Specialist
  • Trade Compliance Analyst / Carrier Sales Support

Core Responsibilities

Primary Functions

  • Coordinate end-to-end ocean import operations for FCL and LCL shipments by proactively managing bookings, monitoring vessel ETAs/ETDs, arranging drayage and intermodal moves, and ensuring seamless handoffs between carrier, terminal, drayage, and consignee.
  • Prepare, review and validate all ocean import documentation (original and express bills of lading, house B/Ls, commercial invoices, packing lists, certificates of origin, inspection reports, and release/arrival notices) to support customs clearance and on-time deliveries.
  • Manage customs clearance workflow by collaborating with internal/external customs brokers, submitting accurate importer security filings (ISF for U.S.), AMS/ENS submissions, ACE entry data, and ensuring HTS classification accuracy and correct duty/tariff coding.
  • Monitor container status and milestone events (gate-in, vessel departure, vessel arrival, discharge, pick-up, terminal cutoffs) using carrier track-and-trace systems and TMS; proactively notify customers about exceptions, delays, or reconsignments.
  • Negotiate and manage carrier bookings and routings, secure space allocations during blank sailings or peak season, coordinate vessel roll/void notifications, and recommend alternative routings to minimize transit time and cost.
  • Prepare and issue accurate arrival notices, release instructions, and delivery orders; coordinate the release of cargo with terminals, steamship lines, and beneficial cargo owners to minimize detention and demurrage exposure.
  • Calculate and validate landed cost estimates, tariffs, freight invoices, port and terminal charges, ancillary service fees, and prepare cost breakdowns for customers and internal billing; escalate disputed charges and drive timely resolution.
  • Manage container detention and demurrage mitigation by tracking Free Time, coordinating gate moves, arranging returns or extensions, and negotiating disputes with carriers and terminals to reduce expense and customer liability.
  • Facilitate LCL consolidation and deconsolidation operations by coordinating with consolidation centers, monitoring break-bulk operations, and ensuring correct HBL/MBL relationships and documentation integrity.
  • Handle import holds, customs inspections, and regulatory examinations by coordinating lab testing, fumigation, ISPM treatment, or product certifications and ensuring expedited resolution to limit storage or release delays.
  • Conduct pre-shipment reviews and import compliance checks including embargo screening, denied party checks, import license verification, and consignee registration requirements to maintain regulatory and trade compliance.
  • Support claims management by documenting cargo loss/damage, filing claims with carriers or insurers, coordinating surveys, collecting evidence (photos, delivery receipts), and tracking claim lifecycle to settlement.
  • Maintain and update master data for customers, agents, carriers, ports, commodity descriptions, and HTS codes in the TMS/ERP to ensure accuracy in reporting, invoicing, and regulatory filings.
  • Execute EDI/portal communications with steamship lines, terminals, and customs systems (e.g., SMDG messages, BAPLIE, MOVINS, COARRI) to receive manifests, container events, and to transmit booking and release instructions.
  • Coordinate and schedule inland transportation and last-mile delivery with drayage providers, truckers, rail connections, and 3PL partners, ensuring chassis availability, efficient routing, and on-time appointments with facilities.
  • Act as the primary customer-facing contact for import status updates, special routing requests, documentation clarifications, and shipment problem-solving while maintaining SLA timelines and high customer satisfaction.
  • Participate in weekly operations calls with carriers, terminals, and agent networks to manage space, rates, and schedule reliability issues; implement corrective action plans for recurring carrier performance gaps.
  • Audit and reconcile monthly carrier and terminal statements versus internal billing and customer invoices; identify discrepancies and work with finance to ensure accurate carrier payment and customer invoicing.
  • Provide accurate and timely KPI reporting (on-time vessel performance, BL issuance cycle time, demurrage days per container, claim rate, landed cost variance) to operations leadership and continuous improvement teams.
  • Train and mentor junior coordinators and operations staff on booking procedures, documentation standards, system usage, and customer communications to maintain quality and operational consistency.
  • Maintain knowledge of global ocean freight market trends, carrier alliances, rate cycles, peak season impacts, and port congestion to advise procurement and commercial teams on tactical decisions.
  • Coordinate special projects including project cargo deliveries, hazardous materials compliance, temperature-controlled shipments, and oversized/ODC movements requiring special stowage or vessel space.
  • Support contract and rate procurement by providing operational input on minimum free time, demurrage regimes, detention rules, and practical implications of proposed carrier contract language.
  • Ensure data quality and process adherence during system migrations or TMS integrations; participate in user acceptance testing and define conversion rules for import master data.
  • Implement and document standard operating procedures (SOPs) for import processing, escalation matrices for exceptions, and checklists to ensure consistent service delivery and compliance across locations.

Secondary Functions

  • Lead or participate in cross-functional continuous improvement initiatives to reduce cycle times, lower demurrage/detention costs, and streamline document handoffs.
  • Support regulatory audits and internal compliance reviews by providing import activity records, audit trails, and corrective action documentation.
  • Assist sales and customer success teams with operational quotes, transit time analysis, and service feasibility reviews for new business opportunities.
  • Maintain strong relationships with carrier representatives, terminal operators, and customs officials to influence favorable operational outcomes and expedite exceptions.
  • Contribute to training materials, best-practice guides, and knowledge bases to scale operational excellence across the import team.
  • Support ad-hoc reporting requests and extraction of shipment-level data for finance, procurement, and commercial stakeholders.
  • Help design and test automation workflows (EDI enhancements, API connections, rate import tools) to reduce manual data entry and error rates.

Required Skills & Competencies

Hard Skills (Technical)

  • Ocean freight operations & import logistics (FCL, LCL, RO/RO, OOG, project cargo)
  • Import documentation & processing (B/L issuance, HBL/MBL management, delivery orders)
  • Customs clearance processes and systems (ISF, ACE, AMS, ENS) and understanding of HTS classification
  • Tariff and landed cost calculation, invoices reconciliation, port/terminal/ancillary charges
  • Carrier booking, routing optimization, and blank sailing / roll management
  • EDI / API integrations and portal management (SMDG, BAPLIE, MOVINS, carrier portals)
  • TMS/ERP proficiency (e.g., CargoWise, BluJay, SAP, Oracle, Salesforce integrations)
  • MS Excel advanced skills (VLOOKUP, pivot tables, data cleansing) and basic SQL querying for shipment analysis
  • Knowledge of Incoterms, trade compliance, embargo/denied-party screening, and import licensing
  • Claims handling, surveys coordination, and dispute resolution with carriers and insurers
  • Demurrage & detention rules management and mitigation strategies
  • Familiarity with hazardous materials import rules and temperature-controlled ocean shipments

Soft Skills

  • Clear, customer-focused communication and stakeholder management (internal and external)
  • Strong problem-solving and decision-making under tight timelines and high-pressure exceptions
  • Attention to detail and high accuracy when preparing regulatory and customs documentation
  • Time management and prioritization across multiple concurrent shipments and deadlines
  • Negotiation skills for bookings, detention disputes, and vendor rates
  • Collaborative teamwork across commercial, operations, and finance functions
  • Adaptability in a dynamic transport market with sudden schedule or terminal changes
  • Coaching and mentoring mindset to support junior team development
  • Analytical mindset to interpret KPIs and drive operational improvements
  • Professional integrity and confidentiality when handling commercial and customs data

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent with 2+ years of relevant ocean import operations experience; or
  • Associate degree in Logistics, Supply Chain, or related field.

Preferred Education:

  • Bachelor's degree in Logistics, Supply Chain Management, International Business, or Transportation.

Relevant Fields of Study:

  • Supply Chain Management
  • International Trade / Global Logistics
  • Business Administration / Operations Management
  • Customs Compliance / Transportation Management

Experience Requirements

Typical Experience Range: 2–5 years of hands-on ocean import coordination or freight forwarding operations

Preferred:

  • 3–5+ years in ocean import operations within a freight forwarding or NVOCC environment
  • Experience with global lanes (Asia→US/Europe, Europe→US, Latin America trades) and familiarity with complex customs regimes
  • Prior exposure to TMS implementations, EDI setups, or continuous improvement projects is highly desirable
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