Import & Export Coordinator | WFO | SkyTech

Cloudstaff Philippines Inc.; Mabalacat; On-site; PHP 335,000 - 513,000; Full time

Job summary

Cloudstaff Philippines Inc. seeks an Import & Export Administrator to manage international shipments under the Import & Export Manager. You will own shipping records, bookings, data accuracy, and compliance across systems, coordinating with freight forwarders and internal teams.

The role emphasizes maintaining audit-ready documentation, handling customs paperwork, and ensuring timely movement of goods in line with SOPs.

Qualifications

• Maintain shipping administration and tracking records from PO/order onwards.
• Upload, check and reconcile shipment data across NetSuite, Smartsheet and trackers.
• Collect and chase outstanding supplier/customer documentation for shipments.

Responsibilities

• Own day-to-day execution of freight bookings for inbound and outbound shipments in line with SOPs.
• Liaise daily with freight forwarders, brokers and internal teams to move shipments.
• Track containers, monitor ETAs and issue shipping instructions.
• Coordinate inbound and outbound deliveries and provide updates to stakeholders.
• Escalate issues to Manager for rate, customs or compliance decisions.
• Provide data on freight rate and performance to support negotiations.

Skills

Data control

Freight coordination

Documentation management

Customs support

Data & systems admin

Communication & reporting

Tools

NetSuite

Smartsheet

Tracking systems

Job description

Job Description

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 and maintenance of shipping, customs, freight 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.

Qualifications and Requirements

1. 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, airway bills, 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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 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.

Perks and Benefits

N/A