Importing Coordinator

Austin Hose; Amarillo, Northern (TX, KY); On-site; USD 45,000 - 65,000; Full time

Job summary

Austin Hose in Amarillo, TX is seeking an organized Import Coordinator to manage shipments from notification to closeout. You will coordinate with Purchasing, freight forwarders, vendors, and Accounting to ensure accurate documentation, timely deliveries, and proper landed-cost calculations.

The role requires attention to detail, strong communication, and the ability to handle multiple shipments and priorities. Join a team focused on accuracy and efficiency in import operations.

Qualifications

• Strong organizational and time-management abilities.
• Excellent attention to detail and accuracy.
• Ability to manage multiple shipments, deadlines, and priorities.
• Strong written and verbal communication skills.
• Ability to work across Purchasing, Accounting, Operations, vendors, and freight forwarders.
• Comfortable with purchase orders, receiving docs, invoices, and freight costs.
• Experience with cost allocations and reconciling totals is a plus.
• Experience with ERP or purchasing/inventory systems preferred.

Responsibilities

• Monitor and track incoming import shipments and related docs.
• Maintain shipment, PO, container, delivery, and cost data in systems.
• Coordinate delivery appointments with freight forwarders and sites.
• Communicate schedules and delays to teams.
• Resolve receiving discrepancies with Purchasing leadership.
• Collect freight, tariff/duty, packing, and other import costs.
• Calculate and allocate landed costs per company processes.
• Update PO costs and release shipments for receiving.
• Reconcile quantities and costs against docs.
• Maintain audit trail and full documentation for each shipment.
• Coordinate shipment closeout when requirements are complete.
• Assist with vendor credits, returns, and inventory issues.
• Follow up on missing information to keep shipments moving.

Skills

Organizational skills

Time management

Attention to detail

Multi-shipment management

Written and verbal communication

Cross-functional collaboration

ERP / purchasing systems

Tools

ERP systems

Purchasing software

Job description

Description

Position Summary

Austin Hose is seeking an organized, detail-oriented Import Coordinator to manage and coordinate imported shipments from initial shipment notification through final receiving and closeout.

This position serves as the primary point of coordination between Purchasing, freight forwarders, vendors, receiving branches, and Accounting. The Import Coordinator is responsible for keeping shipments on track, maintaining accurate documentation, coordinating deliveries, supporting landed-cost calculations, reconciling receiving information, and ensuring each import is properly completed and closed.

Key Responsibilities

• Monitor and track incoming import shipments, estimated arrival dates, commercial invoices, packing lists, and related documentation.
• Maintain accurate shipment, purchase order, container, delivery, and cost information within company systems.
• Coordinate delivery appointments with freight forwarders and receiving locations.
• Communicate shipment schedules, changes, delays, and delivery information to appropriate teams.
• Review receiving discrepancies and coordinate resolution with Purchasing leadership.
• Collect freight, tariff/duty, packing, and other import-related costs.
• Calculate and allocate landed costs using established company processes.
• Update purchase order costs and coordinate release of shipments for receiving.
• Reconcile received quantities and costs against shipment documentation.
• Maintain complete supporting documentation and an accurate audit trail for each shipment.
• Coordinate shipment closeout once receiving, costs, documentation, and required system updates are complete.
• Assist with vendor credits, product returns, and import-related inventory issues.
• Follow up on missing information and proactively keep shipments and outstanding issues moving toward resolution.
• Maintain organized records so open shipments can be easily understood and continued by another trained team member when needed.

Requirements

Qualifications & Skills

• Strong organizational, time-management, and follow-through skills.
• High attention to detail and accuracy.
• Ability to manage multiple shipments, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to work effectively across Purchasing, Accounting, Operations, vendors, freight forwarders, and branch teams.
• Comfortable working with purchase orders, receiving documentation, invoices, freight costs, and related financial information.
• Ability to perform cost allocations, reconcile totals, identify discrepancies, and maintain supporting documentation.
• Strong computer skills and ability to learn multiple business systems and tracking tools.
• Experience with purchasing, imports, logistics, receiving, inventory, accounting support, or supply chain operations preferred.
• Experience with ERP or purchasing/inventory management systems preferred.