Job Description: Import Operations Coordinator

Job Title: Import Operations Coordinator
Department: Logistics-freight forwarding 
Reports To: Logistics Manager / Operations Manager

Job Summary

The Import Operations Coordinator is responsible for managing and coordinating the import process, from order placement and shipment tracking to customs clearance and final delivery. The role ensures that all import activities are completed efficiently, on time, cost-effectively, and in compliance with company policies and applicable import regulations.

Key Responsibilities

• Coordinate import shipments with international suppliers, freight forwarders, shipping lines, and customs brokers.
• Follow up on purchase orders and shipment schedules to ensure timely dispatch and delivery.
• Prepare, review, and verify import documentation, including commercial invoices, packing lists, bills of lading, certificates of origin, and other required documents.
• Coordinate customs clearance procedures and ensure compliance with applicable import regulations.
• Track shipments from origin to destination and proactively resolve delays or documentation issues.
• Monitor shipping costs, customs duties, taxes, freight charges, and other related expenses.
• Maintain accurate records of shipments, customs declarations, delivery documents, and import transactions.
• Coordinate with purchasing, finance, warehouse, and sales teams to ensure smooth operations.
• Communicate shipment updates, delivery schedules, and potential delays to relevant departments.
• Review supplier and freight forwarder invoices and coordinate with the finance department regarding payments.
• Maintain and update import reports, shipment tracking files, and logistics documentation.
• Identify opportunities to improve import processes, reduce costs, and increase operational efficiency.

Qualifications and Requirements

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field.
• Previous experience in import operations, logistics, or international trade is preferred.
• Knowledge of customs clearance procedures, international shipping documentation, and Incoterms.
• Proficiency in Microsoft Office, particularly Excel; experience with ERP systems is an advantage.
• Good command of written and spoken English.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple shipments and meet deadlines.
• High attention to detail and strong follow-up skills.