Import/Export Administration Coordinator

SIRO; United States; On-site; USD 60,000 - 80,000; Full time

Job summary

SIRO is seeking an Import/Export Administration Coordinator to manage end-to-end shipments. The role requires 7+ years of experience and involves creating shipments, tracking status, coordinating with brokers, and maintaining GTM records.

The candidate will handle daily log updates, document collection, and monthly reporting while ensuring accuracy and compliance in a remote work environment.

Qualifications

• Strong attention to detail and ability to execute consistently using checklists and defined procedures.

Responsibilities

• Create Import and Export shipments in GTM based on documents received and trade data provided by Import/Export Specialist.
• Monitor key shipment status including customs cleared, delivered, proof of delivery (POD) received, and temperature data received.
• Follow up with brokers/couriers as needed and update shipping log to reflect the latest status.
• Use a standardized checklist to ensure all required documents (e.g., CI/PL, permits, licenses, CoA, temperature data, etc.) are collected and uploaded to GTM
• Add new partner data into GTM (e.g., Shipper, Consignee, Broker, Sites)
• Run monthly reports from GTM (e.g., shipments by drug program/study, vendor, lane, country).
• Monitor the team/group Outlook inbox for new shipment requests and other inquiries.
• Log new shipment requests into GTM and/or the shipment request log according to defined procedures.
• Send standardized acknowledgement and status emails to requestors using agreed templates.
• Maintain an incidents log for shipment issues (e.g., broker/courier errors, customs holds, documentation errors, temperature excursions).
• Assist with creating new business process documents and work instructions related to global import/export operations.
• Update and maintain existing business process documents based on input from subject matter experts.
• Must be able to recognize potential conflicts and escalation when necessary.

Skills

Attention to detail

Written communications

Tools

Microsoft Excel

Job description

Job title: Import/Export Administration Coordinator

Location: Austria / US

Experience: 7+ years

ACCOUNTABILITIES:

• Create Import and Export shipments in GTM based on documents received and trade data provided by Import/Export Specialist.
• Monitor key shipment status including customs cleared, delivered, proof of delivery (POD) received, and temperature data received.
• Follow up with brokers/couriers as needed and update shipping log to reflect the latest status.
• Use a standardized checklist to ensure all required documents (e.g., CI/PL, permits, licenses, CoA, temperature data, etc.) are collected and uploaded to GTM
• Add new partner data into GTM (e.g., Shipper, Consignee, Broker, Sites)
• Run monthly reports from GTM (e.g., shipments by drug program/study, vendor, lane, country).
• Monitor the team/group Outlook inbox for new shipment requests and other inquiries.
• Log new shipment requests into GTM and/or the shipment request log according to defined procedures.
• Send standardized acknowledgement and status emails to requestors using agreed templates.
• Maintain an incidents log for shipment issues (e.g., broker/courier errors, customs holds, documentation errors, temperature excursions).
• Assist with creating new business process documents and work instructions related to global import/export operations.
• Update and maintain existing business process documents based on input from subject matter experts.
• Strong attention to detail and ability to execute consistently using checklists and defined procedures.
• Strong Microsoft Excel skills (e.g., managing trackers/logs, filters/sorts; pivot tables preferred).
• Strong written communication skills for customer-facing email updates using templates.
• Ability to prioritize multiple shipment requests and maintain accurate, up-to-date logs in a remote work environment.
• Must be able to handle evolving tasks while maintaining high quality results.
• Must be able to recognize potential conflicts and escalation when necessary.