Export Documentation Coordinator

Jobtailor; Mayfield (OH); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor in Mayfield, OH is seeking a detail-oriented export and customer service professional responsible for issuing quotations, processing sales orders, coordinating shipping, and preparing export documentation.

The role requires wholistic understanding of customs, HS codes, and ERP systems (IFS), with strong communication and organizational skills to meet deadlines and ensure customer satisfaction.

Qualifications

• ,Two years of college minimum; Bachelor's preferred.
• ,
• 2-4 years experience in a customer service environment, preferably in a Manufacturing or export setting.
• Proficient in MS Office applications (Outlook, Word, Excel, PowerPoint).
• ERP experience, especially IFS.
• Organized, fast-paced, able to meet deadlines.
• Excellent verbal and written communication.
• Ability to set priorities and manage time.
• Analytical and problem-solving skills.
• Strong math skills and unit conversions.
• Spanish language knowledge beneficial.
• Customs compliance and hazardous material knowledge preferred.

Responsibilities

• Produce accurate quotations through evaluation of specs, pricing, lead times, delivery terms, and packaging.
• Process sales orders for production and expedite orders; coordinate shipping with facilities, vendors, and freight forwarders.
• Prepare export documentation for US and international customers, including HS codes.
• Understand country customs and import laws to assist shipments.
• Prepare shipping documents using third-party portals for each country.
• Finalize customs docs before shipment date.
• Communicate with customers, freight forwarders, banks, and internal teams via phone and email.
• Maintain customer account records and update terms/instructions as needed.
• Review contracts and terms to ensure compliance and acceptance.
• Prepare sales reports and other analyses.
• Perform additional duties as needed.

Skills

Communication

Time management

Analytical skills

Problem solving

Math skills

Unit conversion

Spanish (beneficial)

Education

Bachelor's degree in business or marketing

Tools

IFS ERP

Outlook

Word

Excel

PowerPoint

Job description

• 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.

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.