Global Customer Operations & Export Documentation Coordinator

Polyventive; Calhoun (GA); On-site; USD 42,000 - 64,000; Full time

Job summary

Polyventive in Georgia seeks a Logistics Coordinator to manage international and domestic shipments, ensuring accurate docs, on‑time bookings, and cross‑functional coordination between customers, sales, production, and carriers.

The role involves handling export paperwork, order entry in ERP, and maintaining records; a high school diploma and clear communication are required, with shipping experience preferred.

Qualifications

• High school diploma or GED required; degree or experience in customer service with international shipments is preferred.
• Clear, efficient communication across all levels of the organization.

Responsibilities

• Coordinate international shipments and documentation end‑to‑end.
• Liaise with freight forwarders, customs brokers, carriers, warehouses, and customers.
• Prepare and review export paperwork (invoices, packing lists, bills of lading, origin certificates, SLI, DG declarations).
• Book containers, schedule pickups, monitor sailing and delivery.
• Maintain organized export/shipment records; assist customs clearance.
• Enter domestic orders in X3 and issue SOAs when ship dates are set.
• Flag exceptions to sales/finance and update records for late or invoiced orders.
• Own orders from entry to shipment, coordinating with production and shipping.
• Maintain customer master with delivery preferences; manage order changes.

Skills

Communication skills

Education

High school diploma or GED

Job description

About the Role

Picture your day as the connective tissue between our customers, sales team, production floor, warehouses, carriers, and freight partners. From the first order all the way to final delivery, you will shepherd every detail—especially for cross-border moves—ensuring documentation is exact, timelines are kept, and every stakeholder is informed.

What You'll Do

International Shipping (approximately 25%)

• Arrange and track shipments moving by ocean, air, truck, parcel, and through freight forwarders.
• Partner with freight forwarders, customs brokers, carriers, warehouses, and customers to organize international transportation.
• Prepare, review, and distribute export paperwork, including:
  • Commercial invoices
  • Packing lists
  • Bills of lading
  • Certificates of origin
  • Shipper's Letters of Instruction (SLI)
  • Dangerous goods declarations, when applicable
  • Export and customs documentation
  • Customer- or country-specific documentation
• Book containers, schedule pickups, align sailing schedules, and confirm delivery requirements.
• Monitor progress from departure through final delivery and resolve any delays or document discrepancies.
• Maintain complete, organized export and shipment records.
• Support customers and logistics providers in clearing customs and addressing border-related issues.

Domestic Shipping (approximately 75%)

• Enter customer orders in X3 promptly to confirm delivery details, pricing, and ship dates as orders are received; all orders received before 4 PM are entered the same day.
• Email customers a Sales Order Acknowledgement (SOA) once the ship date is confirmed; send all SOAs to the responsible sales rep by end of day.
• Alert the sales rep if a negotiated ship date is needed and record the agreed date in X3.
• Notify finance and the sales rep if an order proceeds with a credit limit exception.
• Update X3 immediately with exceptions when an order is late or closes without invoicing.
• Secure approval from Commercial Leadership and process customer returns.
• Own every order from entry through shipment, coordinating closely with production and shipping/receiving to keep work flowing.
• Maintain the customer master file (outside of X3) with preferences such as delivery methods and shipping instructions.
• Manage order changes by coordinating with operations, the commercial team, and customers.

Qualifications

• High school diploma or GED required; a degree or previous experience in customer service with international shipments and order processing is preferred.
• Clear, efficient communication skills across all levels of the organization.

Work Environment

Work is typically performed in an inside, temperature-controlled environment. Works and travels throughout plant environment of varied temperatures and humidity, and wears personal protective equipment, as required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Various operations in the plant generate noise, dust, vapor and fumes in the normal course of production. The Company has been and is committed to eliminating these conditions to the extent possible through the application of design engineering. The Company also provides a variety of safety equipment to keep all associates safe and within OSHA standards. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.