Import & Export Coordinator

optiBPO; Philippines; On-site; PHP 279,000 - 502,000; Full time

Benefits offered by this job

In-house medical team

HMO coverage

Job summary

optiBPO is hiring an Import & Export Coordinator to join our Philippines-based team in Mabalacat City. You will support international shipments, manage freight bookings, and liaise with forwarders, brokers and internal departments to ensure compliant, on-time delivery.

You will handle customs documentation, maintain audit-ready records, and provide data for KPI reporting while adhering to SOPs and risk controls. This role requires office presence at the Mabalacat City location.

Qualifications

• Experience in international freight, shipping or import/export coordination.
• Ability to manage shipment records across multiple systems.
• Familiarity with import/export documentation and Incoterms.

Responsibilities

• Handle day-to-day administration of inbound and outbound shipments and related data.
• Coordinate with freight forwarders, brokers and internal teams to ensure timely movement of goods.
• Prepare and check customs paperwork and maintain audit-ready records.
• Support customs clearance coordination and escalation when needed.
• Maintain shipping records across NetSuite, Smartsheet and trackers and backups.
• Provide data for KPI reporting and stakeholder updates.

Skills

International freight

Shipping coordination

Import/export documentation

Incoterms knowledge

Organization & records

Tools

NetSuite

Smartsheet

Job description

Job Category: Account & Finance | JR-22491Job Location: Mabalacat City, Pampanga

Join a premier, UK-based international team as our next Import & Export Coordinator! This role offers the chance to be part of an expanding Philippines-based division known for its exceptional workplace culture and professional excellence. If you are ready for a significant career move, this is the perfect opportunity to grow with us.

Location / Shift Mabalacat City Office, UK Shift

NOTE: You must be willing to work in the office in the above location to apply for this position

Job Summary: Provide hands‑on administration and coordination support for the company’s international import and export shipments, working under the direction of the Import & Export Manager. This is primarily a freight, forwarder, and shipment coordination role, with customs documentation and compliance support forming an important part of the day‑to‑day responsibilities. Own the accurate upload, checking, filing,g and maintenance of shipping, customs, freight, ht and supplier data across the agreed systems and trackers. Make freight bookings, track containers and ETAs, liaise daily with freight forwarders, brokers and internal teams, issue shipping instructions where agreed, and coordinate the movement of goods in line with the Manager’s framework, standing instructions and SOPs. Prepare, check and chase customs and shipping paperwork, keeping records audit‑ready and escalating compliance‑related judgement calls such as HS codes, classification, valuation, VAT, origin and licensing to the Import & Export Manager.

Key Responsibilities

Import & Export Administration and Data Control

• Receive confirmed PO/order and shipment information from the Import Supply Planner, Manager or wider team, then maintain the shipping administration and tracking records from that point onwards.
• Maintain accurate, accessible records of supplier invoices, packing lists, bills of lading, air waybills, certificates, customs entries, delivery notes, export documents and freight paperwork.
• Collect and chase outstanding supplier/customer documentation required for shipments to proceed.
• Upload, check and reconcile shipment data across NetSuite, Smartsheet, shipping trackers, freight files and document folders, flagging missing or inconsistent information promptly.

Freight & Forwarder Coordination (Inbound & Outbound)

• Own the day‑to‑day execution of freight bookings for inbound and outbound shipments in line with the Manager's framework, standing instructions and agreed SOPs.
• Liaise daily with freight forwarders, brokers, suppliers and internal teams to keep shipments moving and resolve routine operational queries.
• Track containers, monitor ETAs, maintain vessel/shipment updates, and issue shipping instructions where agreed.
• Coordinate inbound and outbound deliveries, including delivery booking updates, arrival notifications, despatch updates and internal communication on delays.
• Act as first response on booking discrepancies, container delays, ETA changes, clearance holds or delivery/despatch issues, escalating to the Manager where resolution needs rate authority, commercial negotiation or customs judgement.
• Provide freight rate, shipment and forwarder performance data to the Manager to support rate negotiations, supplier reviews and contract discussions.

Documentation Support

• Prepare and check import and export customs paperwork against orders, shipping documents, and standing instructions.
• Check broker customs entries against instructions and flag discrepancies to the Manager.
• Maintain customs databases/files and audit‑ready document logs for both import and export shipments.
• Maintain customs reference data only where already approved by the Import & Export Manager, ensuring any HS code, VAT, origin, or valuation changes are escalated for review before records are amended.
• Carry out routine file completeness checks against the shipping documentation folder requirements, including evidence that key documents are saved, named consistently and available for audit.

Customs Clearance Coordination

• Coordinate customs clearance for import and export shipments, ensuring documentation is complete and submitted on time.
• Support the Manager on duty, origin, and valuation queries by providing shipment and documentation data.
• Escalate classification, valuation, VAT, origin, HS code, duty relief, or compliance judgement calls to the Manager rather than deciding independently.
• Monitor clearance status with freight forwarders and brokers, chasing updates and recording clear reasons for holds, checks, inspections or delays.

Data & Systems Administration

• Maintain shipping and customs records across NetSuite, Smartsheet, shared shipping folders and internal trackers.
• Perform weekly backups of customs and freight documents.
• Update only agreed shipping, freight, customs and delivery fields as directed, ensuring product master data or barcode changes are not made unless approved through the correct ownership route.
• Check uploaded data for accuracy, completeness and consistency, including shipment references, container numbers, vessel details, ETAs, clearance dates, delivery bookings and document status.

Communication & Reporting Support

• Update internal teams (Procurement, Operations, Fulfilment, Customer Experience) on shipment arrivals, dispatches, and delays.
• Act as first point of contact for routine supplier, forwarder,r and internal shipment queries, escalating customer‑related issues to the appropriate internal team where required.
• Support the Manager with reporting and compliance administration, providing data for KPI reporting.

Non‑negotiable Skills and Requirements

• Previous experience in international freight, shipping, or import/export coordination required - this is a hands‑on international shipment operations role, not general office administration
• Comfortable making freight bookings, tracking containers and ETAs, issuing agreed shipping instructions, and liaising directly with forwarders and brokers daily
• Working knowledge of import/export documentation, customs paperwork and Incoterms; willing to build deeper classification and compliance knowledge over time under the Manager's guidance
• Highly organised, accurate and confident maintaining shipment, freight, customs and delivery records across multiple systems and trackers

Why join optiBPO?

optiBPO is an exciting workplace where you will be surrounded by smart, talented professionals. These professionals support clients across Australia, New Zealand, the US, Canada, and Europe. Moreover, this is an excellent opportunity for anyone interested in taking on the role of Import & Export Coordinator. The job is within an international environment.

Perks & Benefits

• In-house medical team and HMO coverage. A healthy workplace promotes collaboration and creativity. Clear growth strategies and learning opportunities to advance your career.

Enjoy great perks and benefits, such as an in-house medical team and HMO coverage. We maintain a healthy workplace that promotes collaboration, creativity, and teamwork. In addition, we need to help you advance your career by elevating growth strategies. You will also have learning opportunities throughout your career journey with us. If you are passionate about contributing to a dynamic team, the Import & Export Coordinator role offers great career prospects at optiBPO.