Export Documentation Coordinator

PLP; Mayfield (OH); On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

401(k) with company match

Profit sharing

Medical, dental & vision insurance

Wellness program

Employee Assistance Program

Health savings account

Life insurance

Paid time off

Company holidays

Vacation purchase plan

Job summary

PLP is seeking an Export Documentation Coordinator to serve as the main liaison between the company’s corporate headquarters and international customers and worldwide subsidiaries.

You will develop price and lead-time quotes, process sales orders, coordinate shipments with facilities, vendors and forwarders, and prepare export documentation, including harmonized codes, to meet customer needs and company goals.

Qualifications

• Minimum of two years of college; BA in business or marketing preferred.
• 2-4 years in customer service, manufacturing or export setting.
• Proficiency with MS Office; ERP experience (IFS) preferred.
• Organized, fast-paced, able to meet deadlines.
• Excellent verbal and written communication skills.
• Ability to prioritize and manage time; strong math and unit conversion skills.
• Spanish knowledge beneficial; customs compliance and hazardous materials knowledge preferred.

Responsibilities

• Produce quotations with pricing, lead times, terms, and packaging; send formal responses to subsidiary customers.
• Process sales orders, expedite, coordinate shipping, and prepare export documentation including HS codes.
• Understand country customs and import laws; prepare shipping documents via third-party portals; finalize customs docs.

Skills

Verbal communication

Written communication

Analytical skills

Problem solving

Time management

Spanish (beneficial)

Education

Some college

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

IFS ERP

Job description

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