Import Coordinator

Import Coordinator

As an Import Coordinator, you play a key role in ensuring accurate and timely processing of import shipments. This position focuses on reviewing and interpreting import documentation, maintaining precise data entry, coordinating delivery orders, and supporting logistics operations to maximize efficiency and profitability. The role requires strong attention to detail, excellent communication skills, and the ability to manage multiple tasks in a fast‑paced office environment.

• Review import documentation and determine all pertinent details required for processing shipments.
• Perform piece count reconciliation to ensure shipment quantities match documentation and system records.
• Complete accurate data entry of shipment, customer, and billing information into internal systems.
• Look up and update arrival notice information to keep shipment status current and visible to stakeholders.
• Trace freight as needed to identify shipment location, status, and potential delays.
• Assist with updating and maintaining Cargowise system filters to ensure clean and efficient data management.
• Create delivery orders and delivery instructions as needed to coordinate the movement of freight.
• Obtain quotes from truckers, warehouses, and related service providers to support cost‑effective logistics planning.
• Maximize profit margins for the department by evaluating service options and equipment needs for deliveries.
• Determine and coordinate the equipment needed for deliveries to meet shipment and customer requirements.
• Obtain proof of delivery and verify that shipments have reached their destination as scheduled.
• Obtain delivery charges, reconcile invoices, and resolve disputed charges with service providers.
• Assist Import Customer Service Representatives with daily functions and shipment‑related tasks as needed.
• Perform periodic clean‑up of Cargowise system filters to improve data accuracy and system performance.
• Communicate effectively with internal teams, customers, and service providers via email and phone to resolve shipment matters and provide updates.

• Demonstrated ability to interpret and process import documentation accurately.
• Experience with data entry and administrative support in a logistics or freight‑related environment.
• Strong customer service skills with the ability to handle shipment inquiries and issues professionally.
• Knowledge of import processes, order entry, dispatch, and freight coordination.
• Proficiency in Microsoft Office and Microsoft systems, including Outlook and email communication.
• Ability to manage documentation processes such as bills of lading and arrival notices.
• Strong verbal and written communication skills for clear interaction with customers and service providers.
• Ability to follow up and follow through on shipment matters until resolution.
• Capacity to shift tasks quickly and efficiently without frustration in a dynamic work setting.
• Critical thinking skills with the ability to identify problems and propose practical solutions.
• Ability to work effectively in logistics and freight forwarding operations.
• Competence in invoicing and reconciling delivery charges, including disputed amounts.

• Professional appearance and demeanor suitable for an office environment.
• Positive attitude and a team‑oriented mindset.
• Self‑starter and “go‑getter” who takes initiative and works proactively.
• Willingness to assist where needed, including stepping in without being asked when appropriate.
• Receptive to receiving instructions and open to guidance and feedback.
• Ability to recognize when to shift from email communication to a phone call to resolve issues more effectively.
• Promo table mindset with a desire to grow and take on additional responsibilities.
• Strong organizational skills and ability to handle multiple tasks simultaneously.
• Comfort working in a freight forwarder or logistics setting.
• Familiarity with Cargowise or similar logistics and freight management systems is beneficial.

This role is 100% onsite in an office environment. The Import Coordinator works closely with logistics, customer service, and freight forwarding teams, using…