Purpose:
Export Documentation Coordinators play a key role in the success of Ravago International’s Exports shipments by ensuring that all the documentation meets US Customs and Border Protection Export Regulations and Foreign Country Import requirements. Export Documentation Coordinators are in direct contact with the Steamship lines providing accurate shipping instructions for our shipments, they must have a good understanding of US Export requirements as well as Logistics knowledge and must understand Documentation country exceptions, HS codes, Product descriptions to ensure customers are able to import our products in a timely and cost effective manner with the main goal of avoid discrepancies. They interact with internal and external customers providing the agility, flexibility and necessary expertise to minimize additional costs and they are responsible to solve any challenging Documentation situation that could happen at origin, in-transit or destination promptly to avoid additional fees.
Areas of Responsibility / Tasks:
Performance must reflect appropriate level of expertise and achievement of the desired results for the items listed below.
1. Area of Focus (In order of percentage of time spent on activity, importance and/or priority)
a. In order to meet the required time constraints, the Export Documentation Coordinator must utilize multiple resources to obtain the information pertaining container activity such as: Ocean Carrier websites, Port Terminal websites, internal inboxes and network shares, warehouse reports and Tableau dashboards. Leverage this information to determine the timing and deadlines associated with the creation of the Master Shipping Instructions needed for elaboration of the Ocean Bill of Lading.
b. Audit for accuracy of the Warehouse Bill of Lading: this must match the Loading Instructions sent by Ravago, determine if discrepancies are present and decide if a dispute is needed. This will allow Ravago to declare the correct information to US Customs and Border Protection as well as be utilized for the creation of the Master Shipping Instructions to the Ocean Carriers.
c. Leverage their Logistical knowledge to calculate the financial impact and decide whether a documentation extension should be requested or temporary instructions should be issued to the Ocean Carrier in order to reserve space and meet deadlines.
d. Responsible for developing and maintaining good relationships with all Ocean carriers, leveraging such relationships at times when escalations are needed.
e. Responsible for obtaining a Draft of the Ocean Bill of Lading Contract from Ocean Carriers. Review contract for accuracy ensuring every detail is correct, such as: Ocean Freight amount, Container numbers, Seal numbers, weights, delivery address, notify party, product description, along with the product’s US Department of Commerce Schedule B classification and US International Trade Commission Harmonized Tariff Schedule. Pay particular attention to the Consignee of the Ocean Bill of Lading to ensure the right party takes title of the goods and the contract is released to the correct party and location. Additionally, assure that any specific country requirements are met, and request corrections if needed, failure to do so could result in US Customs or Destination Country Customs fines or penalties that can go up to USD$10,000 per incident plus the additional fees at destination.
f. Responsible to provide release instructions to the Steamship line for our Bill of Lading upon payment confirmation, must be familiar with the different release types accepted by the different destinations.
g. Responsible for complying with US Customs record retention laws by ensuring the appropriate set of export documents are uploaded to the system repository.
h. Examine and analyze all additional logistic costs and Ocean rates associated with these shipments to ensure they coincide with our contracted rates and determine if a dispute is needed.
i. Responsible for the accurate and timely depletion of inventory from Ravago International’s business systems by ensuring product allocated to sales orders, its corresponding quantities and lot numbers are accurate to prevent Inventory discrepancies
j. Leverage their logistic expertise to weigh the financial risks and decide whether to accept last minute changes or modifications to Ocean Bills of Lading, communicating these changes to Ocean carriers.
k. When changes to this final Title Document occur after the Original Bill of lading has been issued, a new duplicate Title Document to the cargo is created and it is the responsibility of the Export Documentation Coordinator to ensure the Original document is either voided or returned to the Ocean Carrier, as this presents a substantial liability equal to the total value of the cargo for both Ravago and the Ocean Carrier.
l. Assists in all proactive duties aimed at successfully executing rush orders to help stimulate soft sales and achieve committed sales volume targets while maintaining and improving internal customers satisfaction.
m. Actively problem solves by seeking better alternatives for performing assigned tasks by making rational assessments of options and reaching logical and accurate conclusions from available information.
2. Secondary Area of Focus (In order of percentage of time spent on activity, importance and/or priority)
a. Contributes to the groups success by assisting with coverage during absences
b. Stays up-to-date on developments related to the company, profession, resources, and technology
c. All other duties as assigned
Supervisory Responsibilities:
1. Not Applicable
Competencies; Knowledge, Skills, Abilities (KSA):
To perform this role successfully, an individual must have experience achieving desired result(s) in their areas of responsibility. The requirements listed below are representative of observable behaviors and essential knowledge, skill, and abilities required of a successful incumbent within our culture.
- Understanding of Export process
- Familiarity with international documentation (Commercial Invoice, Packing List, Certificate of Origin) helpful.
- Excellent communication skills, both written and verbal
- Proficiency in Microsoft Office: specifically Outlook, Word, and Excel with the aptitude to quickly learn and understand additional applications Willingness to adapt in an evolving environment
- Ability to maintain high level of organization and prioritization
- Proven ability to work well within a team and promote strong working relationships meanwhile maintaining
- professional attitude and positive outlook
- Capacity to produce a large quantity of error free work in a timely fashion
- Innate sense of urgency that provides proactive and consistent work
- Strong planning and analytical skills
- Understanding of International Commercial Terms (INCOTERMS)
- Must possess excellent interpersonal and problem solving skills
- Good at multitasking
- Proactive Approach and Accountability
- Work well under pressure
- Adaptable / Flexible
- Able to efficiently work under minimal supervision
Minimum Qualifications / Education / Experience / Certifications:
1. Education:
a. A college degree in Supply Chain or Logistics and/or at least 3 years of Freight Forwarding or similar Maritime supply chain experience is required, or
b. Bachelor’s degree or equivalent work experience required.
2. Experience:
a. b. Freight forwarder experience preferred.
b. c. Equivalent International Trade experience obtained internally at Ravago.
c. d. Experience working effectively with transport service providers.
d. e. Experience in trading, resale, distribution and supply chain preferred
e. f. Proficiency in Microsoft Office: specifically Outlook, Word, and Excel with the aptitude to quickly learn and understand additional applications
3. Licenses / Certifications:
a. Valid driver’s license – required
4. Language:
a. Proficiency in English required
b. Bi-Lingual – Spanish or Portuguese is a plus
Work Environment / Conditions:
The work environment/conditions described herein are representative of those that an incumbent may experience, and therefore
1. Must be adaptable to work in a shared space, with constant noise, with/or without the use of a private office.
2. Hybrid in-office role
Physical Requirements / Demands:
The physical demands described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. *Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions & physical demands of this role.
1. While performing the duties of this job, the incumbent is regularly required to communicate verbally, read, and comprehend information, type on a consistent and daily basis.
2. Push, pull, and lift to 20lbs
3. While performing the duties of this job, the incumbent is regularly required to travel by foot, car, bus, airplane, or other means of transportation which require sitting, waiting, and standing for long and short periods of time.
Acknowledgement:
This job description is not an exhaustive list of areas of responsibility or tasks that an incumbent in this position may be asked to perform. All Employees are required to deliver the desired results intended for their role, at the designated level of knowledge, skill, and ability commensurate with their job title and level within the organization.
NOTICE TO APPLICANTS:
Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.
