Export Documentation Coordinator

Purpose of Role:

Export Documentation Coordinators play a key role in the success of Ravago International's Export and Import shipments by ensuring that all the documentation meets US Customs and Border Protection Export Regulations and Foreign Country Import requirements.

Export Documentation Coordinators leverage a comprehensive understanding of US Export requirements and are highly specialized on Logistical, Trade Agreements, Documentation and Certifications required by multiple destination countries to ensure customers are able to import our products in a timely and cost effective manner.

They interact with internal and external customers providing the agility, flexibility and necessary expertise to minimize transportation and other additional costs.

Key Areas of Accountability:

The Export Documentation Coordinator primary responsibility is to gather, analyze and emend the relevant information needed for the creation of an accurate Ocean Bill of Lading within a constrained timeline defined by the Ocean Carrier.

The Bill of Lading is a legally binding contract between Ravago and the Transportation Company which serves as a Document of Title, a Contract of Carriage and a receipt for goods. It appoints the consigned party denoted in this document as the sole owner of the cargo and enables it to claim the goods at the pre-determined international destination.

• In order to meet the required time constraints, the Export Documentation Coordinator must utilize multiple resources to obtain the information pertaining container activity such as: Ocean Carrier websites, Port Terminal websites, internal inboxes and network shares, warehouse reports and Tableau dashboards. Leverage this information to determine the timing and deadlines associated with the creation of the Master Shipping Instructions needed for elaboration of the Ocean Bill of Lading.
• Audit for accuracy of the Warehouse Bill of Lading: this must match the Loading Instructions sent by Ravago, determine if discrepancies are present and decide if a dispute is needed.

This will allow Ravago to declare the correct information to US Customs and Border Protection as well as be utilized for the creation of the Master Shipping Instructions to the Ocean Carriers.

• Ensure accurate cargo details are entered into Ravago's ERP system according to reviewed Warehouse Bill of Ladings.
• Leverage their Logistical knowledge to calculate the financial impact and decide whether a documentation extension should be requested or temporary instructions should be issued to the Ocean Carrier in order to reserve space and meet deadlines.
• Responsible for developing and maintaining good relationships with all Ocean carriers, leveraging such relationships at times when escalations are needed.
• Responsible for obtaining a Draft of the Ocean Bill of Lading Contract from Ocean Carriers. Review contract for accuracy ensuring every detail is correct, such as: Container numbers, Seal numbers, weights, delivery address, notify party, product description, along with the product's US Department of Commerce Schedule B classification and US International Trade Commission Harmonized Tariff Schedule.

Pay particular attention to the Consignee of the Ocean Bill of Lading to ensure the right party takes title of the goods and the contract is released to the correct party and location.

Additionally, assure that any specific country requirements are met, and request corrections if needed, failure to do so could result in US Customs or Destination Country Customs fines or penalties that can go up to USD$10,000 per incident.

• Responsible for complying with US Customs record retention laws by ensuring the appropriate set of export documents are uploaded to the system repository.
• Examine and analyze all additional logistic costs and Ocean rates associated with these shipments to ensure they coincide with our contracted rates and determine if a dispute is needed.
• Responsible for the accurate and timely depletion of inventory from Ravago International's business systems by ensuring product allocated to sales orders, its corresponding quantities and lot numbers are accurate to prevent Inventory discrepancies
• Leverage their logistic expertise to weigh the financial risks and decide whether to accept last minute changes or modifications to Ocean Bills of Lading, communicating these changes to Ocean carriers. *
• When changes to this final Title Document occur after the Original Bill of lading has been issued, a new duplicate Title Document to the cargo is created and it is the responsibility of the Export Documentation Coordinator to ensure the Original document is either voided or returned to the Ocean Carrier, as this presents a substantial liability equal to the total value of the cargo for both Ravago and the Ocean Carrier.
• Assists in all proactive duties aimed at successfully executing rush orders to help stimulate soft sales and achieve committed sales volume targets while maintaining and improving internal customers satisfaction.
• Actively problem solves by seeking better alternatives for performing assigned tasks by making rational assessments of options and reaching logical and accurate conclusions from available information.
• Contributes to the groups success by assisting with coverage during absences
• Stays up-to-date on developments related to the company, profession, resources, and technology
• All other duties as assigned

Contacts

• Internal: Product Coordinators, Inventory Team, Transportation Team, Compliance Team, Logistics, IT
• External: Warehouse Contacts, Drayage Companies and Shipping Lines.

Skills - Knowledge and Education

• Excellent communication skills, both written and verbal
• Proficiency in Microsoft Office: specifically Outlook, Word, and Excel with the aptitude to quickly learn and understand additional applications
• Willingness to adapt in an evolving environment
• Ability to maintain high level of organization and prioritization
• Strong analytical skills
• Innate sense of urgency that provides proactive and consistent work
• Bachelor's degree or equivalent work experience required
• Proven ability to work well within a team and promote strong working relationships meanwhile maintaining professional attitude and positive outlook
• Capacity to produce a large quantity of error free work in a timely fashion
• Experience in trading, resale, distribution and supply chain preferred

Special Role Requirements

• Understanding of Export process
• Familiarity with international documentation (Commercial Invoice, Packing List, Certificate of Origin) helpful.
• Experience working effectively with transport service providers.
• Strong planning and analytical skills
• Understanding of International Commercial Terms (INCOTERMS)
• Must possess excellent interpersonal and problem solving skills
• Good at multitasking
• Proactive Approach and Accountability
• Work well under pressure
• Adaptable / Flexible
• Able to efficiently work under minimal supervision

NOTICE TO APPLICANTS:

Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.

Other details

• Job Family LOGISTICS OPS / SALES SUPPORT (Job Family)
• Pay Type Hourly

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• 1900 Summit Tower Blvd, Orlando, FL 32810, USA