Air Import Coordinator

Rhenus Logistics; Des Plaines (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Rhenus Logistics is seeking an Air Import Coordinator in Des Plaines, IL to manage end-to-end air import shipments, from pre-alert to delivery. The role requires hands-on experience with MAWB/HAWB, import documentation, and customs processes, coordinating with customers, airlines, brokers, and warehouses in a fast-paced environment.

The ideal candidate will handle time-sensitive shipments, track milestones, and ensure compliance with import requirements while supporting quotations and billing

Qualifications

• 2+ years of hands-on air freight forwarding experience.
• Strong knowledge of MAWB/HAWB, import docs, and customs processes.
• Familiar with Incoterms and international air shipping procedures.
• Experience with time-critical shipments and cross-trade coordination.
• Excellent communication and customer service skills.

Responsibilities

• Coordinate air import shipments from pre-alert through customs clearance and final delivery.
• Monitor flight schedules, arrival dates, and shipment milestones.
• Review and process import documents (MAWB/HAWB, invoices, packing lists).
• Coordinate with customers, airlines, brokers, truckers, and warehouses to ensure timely clearance and delivery.
• Ensure required information for U.S. import and customs processes is provided.
• Track shipments, communicate status, and resolve delays or discrepancies.
• Prepare arrival notices and distribute required documents to parties.
• Monitor storage deadlines and potential accessorial charges.
• Maintain complete shipment files in the TMS system.
• Review invoices and reconcile shipment costs for billing.
• Support quotations, rate requests, and commercial activities.
• Coordinate cross-trade shipments with Rhenus offices and partners.
• Collaborate with Sales, Finance, and Operations for a seamless customer experience.

Skills

Air freight forwarding

MAWB/HAWB knowledge

Incoterms familiarity

Time-management

Customer service

Tools

CargoWise

Job description

The Rhenus Group is one of the leading logistics service providers operating worldwide. We offer tailor-made solutions along the entire supply chain for companies from a wide diversity of industries. From multimodal transports to perfect warehousing, from smooth customs clearance to innovative value-added services: We always keep our pulse on the times and are at our customers' side.

What you will be doing

Reporting to the Branch Manager, the Air Import Coordinator is responsible for the end-to-end coordination of international air import shipments, from pre-alert and arrival through customs clearance and final delivery.

This role serves as a key point of contact for customers, airlines, ground handling agents, customs brokers, overseas agents, transportation providers, and internal teams, ensuring shipments are handled accurately, efficiently, and in compliance with applicable import requirements.

The ideal candidate brings hands-on air freight forwarding experience, strong knowledge of air waybills, import documentation and customs processes, and the ability to manage time-sensitive shipments and deadlines in a fast-paced environment.

You will be contributing to that vision by…

• Coordinate air import shipments from pre-alert through customs clearance and final delivery, including consolidated and direct shipments.
• Monitor flight schedules, arrival dates, shipment milestones, cargo availability, and airline/terminal release status.
• Review and process import documentation, including MAWBs/HAWBs, commercial invoices, packing lists, arrival notices, and other required shipping documents.
• Coordinate with customers, airlines, ground handling agents, customs brokers, truckers, warehouses, overseas agents, and origin offices to ensure timely clearance, cargo release, and delivery.
• Ensure required shipment information and documentation is provided for U.S. air import and customs processes, including applicable advance cargo reporting requirements.
• Track shipments throughout the transportation cycle, proactively communicate status updates, and resolve flight delays, documentation issues, customs holds, discrepancies, and service exceptions.
• Prepare and distribute arrival notices and required documentation to customers, customs brokers, consignees, and other parties.
• Monitor airline and terminal storage deadlines, cargo availability, and potential storage and other accessorial charges.
• Maintain complete and accurate shipment files within the freight forwarding/TMS system in accordance with company standards.
• Review airline and vendor invoices, reconcile shipment costs, and ensure accurate and timely customer billing.
• Support quotations, rate requests, and commercial activities as required.
• Coordinate cross-trade shipments and collaborate with Rhenus offices and partners globally.
• Work closely with Sales, Finance, and Operations to ensure a seamless customer experience.

What skills & experience you will bring to us

• 2+ years of hands-on air freight forwarding experience, with a strong focus on import operations.
• Demonstrated experience independently coordinating air import shipments from pre-alert through final delivery.
• Strong knowledge of Master and House Air Waybills (MAWB/HAWB), arrival notices, import documentation, cargo release processes, Incoterms, and international air shipping procedures.
• Knowledge of U.S. air import requirements, customs clearance processes, and applicable advance cargo reporting requirements.
• Experience coordinating with customs brokers, airlines, ground handling agents, overseas agents, truckers, and warehouses.
• Understanding of airline and terminal storage charges, cargo availability deadlines, and other air import-related accessorial charges.
• Experience with time-critical shipments, cross-trade shipments, and international agent coordination is an asset.
• Dangerous Goods (DG) certification or experience handling hazardous air cargo under IATA requirements is an asset.
• Experience using freight forwarding/TMS platforms; CargoWise experience is an asset.
• Excellent communication and customer service skills, with the ability to build strong relationships across internal and external stakeholders.
• Strong organizational and time management skills, with the ability to prioritize multiple shipments in a fast-paced environment.
• Exceptional attention to detail and accuracy, particularly when preparing shipping documentation and managing operational records.
• Attention to Detail and Accuracy a must: Strong attention to detail required for documentation and day-to-day tasks.
• A proactive, team-oriented mindset with strong problem-solving skills and a commitment to delivering exceptional customer service.

What You can expect

• Continuous Training: Sharpen your skills and advance your expertise with our professional development programs.
• Great Team: It's truly the people that make the difference - and with us you'll join the best team around.
• Flat Hierarchies: Get straight through to the decision-makers with our streamlined organizational structure.
• Room for Innovation: Turn your ideas into action in an environment that champions creativity and empowers you to lead change.
• Events: From team outings to holiday parties and networking events, we build strong connections by spending quality time together.
• Quick Decision Processes: Make things happen faster with streamlined processes that promote efficiency and effectiveness.