Export Documentation Coordinator

Preformed-Line-Products; Mayfield (OH); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k) with company match

Medical, dental & vision insurance

Wellness & Employee Assistance Program

Job summary

Preformed-Line-Products is seeking an Export Documentation Coordinator in Mayfield Village, OH. You will serve as the primary liaison for international customers and subsidiaries, handling quotes, orders, expediting, and export documentation.

You will develop price and lead-time quotes, process sales orders, and ensure accurate customs documentation and compliance. The role involves coordinating with facilities, vendors, and freight forwarders, maintaining timely communication with customers,

Qualifications

• Minimum of two years of college; a bachelor’s degree in business or marketing is preferred.
• 2-4 years of customer service experience, preferably in manufacturing or export.
• Proficient with Microsoft Office; ERP experience (IFS) is a plus.
• Organized, fast-paced, able to meet deadlines.
• Excellent verbal and written communication skills.
• Able to set priorities and manage time.
• Strong analytical and problem-solving skills.
• Spanish language knowledge is a plus.
• Customs compliance and hazardous material knowledge preferred.

Responsibilities

• Prepare accurate quotations including pricing, lead times, delivery terms, and packaging.
• Process sales orders for production and expedite as needed; coordinate shipping with facilities, vendors, and freight forwarders; prepare export docs and HS codes.
• Understand country customs and import laws to assist shipments; prepare shipping documents via third‑party portals; finalize customs docs before shipment date.
• Communicate with customers, freight forwarders, and internal teams to ensure prompt, courteous service and timely updates.
• Set up projects to purchase machinery, parts, and tooling by subsidiaries.
• Analyze sales history to suggest EOQ and full package quantities to improve efficiency.
• Process debits/credits and RMAs; adjust customer invoices as necessary.
• Review payments from freight forwarders and determine billable amounts to customers.
• Maintain accurate customer account notes and contract terms; ensure compliance and acceptance of terms.
• Prepare sales reports and other analyses as required.

Skills

Customer service oriented

Time management

Attention to detail

Analytical thinking

Communication skills

Education

Some college; bachelor's preferred in business/marketing

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

IFS ERP

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Regular Full Time Clerical Mayfield Village, OH, US

2 days ago Requisition ID: 1564

As an Export Documentation Coordinator , you will be the primary liaison between the company’s corporate headquarters and international customers and worldwide subsidiaries. This position involves sales activities, handling quotes, orders, expediting, shipment tracking, export documentation, and returns. You will develop price and lead-time quotes, receive and process sales orders, and take the necessary actions to develop and communicate appropriate responses that meet customer needs and company goals and objectives.

Duties & Responsibilities:

• Produce accurate and complete quotations through specification evaluation, product selection, pricing, lead times, delivery terms, and packaging requirements, and send formal responses to subsidiary customers.
• Process sales orders for production as well as expedite orders, coordinate shipping with manufacturing facilities, vendors, and freight forwarders, and prepare export documentation for both US export customers, international customers, and subsidiaries, including determining correct harmonized codes.
• Understand each country’s customs requirements and import laws to assist subsidiary and customer shipments. Prepare shipping documents using a third‑party portal for each individual country. Finalize customs documentation before the shipment date.
• Correspond with customers, freight forwarders, banks, internal personnel, and others via phone and email to ensure prompt and courteous customer satisfaction. Keep customers abreast of order status and handle order revisions and schedule changes accordingly.
• Set up projects to purchase machinery, machine parts, and tooling by the subsidiaries.
• Analyze sales history and buying patterns of customers and subsidiaries and recommend economic order quantities and full package quantities, when feasible, to improve efficiency.
• Process debits, credits, RMAs (Return Materials Authorizations), as necessary, for subsidiary project billing as well as adjustments to customer invoices.
• Review and approve payments from freight forwarders and determine the amount to be billed to the customer.
• Maintain customer account records with accurate and critical account information. Update notes to ensure that terms and conditions and special instructions are met.
• Review contracts and terms and conditions for new and ongoing business to ensure compliance and acceptance of contract terms.
• Prepare sales reports and other analyses as necessary.
• Perform additional duties as needed or directed.

Qualifications and Requirements

• Minimum of two years of college. A bachelor’s degree in business or marketing is preferred.
• 2-4 years of previous work experience in a customer service environment, preferably in a Manufacturing or export setting.
• Working knowledge of Microsoft Office applications, primarily Outlook, Word, Excel, and PowerPoint. The ideal candidate would have prior experience with an Enterprise Resource Planning (ERP) system, especially IFS.
• A motivated individual who is organized, enjoys working in a fast‑paced environment, and can meet critical deadlines.
• Excellent verbal and written communication skills.
• Ability to set priorities and manage time.
• Possess analytical and problem‑solving skills.
• Possess strong math skills and unit conversion ability.
• Knowledge of the Spanish language would be beneficial.
• Customs compliance and hazardous material knowledge are preferred.

Schedule

• Standard office hours with flextime
• 401(k) with a company match equal to 25% of the first 8% of pre‑tax dollars contributed by the employee for the first two years
• Enrollment in company profit sharing after two years
• Medical, dental & vision insurance, including free preventative care
• Wellness & Employee Assistance Program (EAP)
• Health care flexible spending accounts, health savings accounts, & life insurance
• Paid time off, paid company holidays, and vacation purchase program