Export Import Coordinator

Job Summary

We are seeking a detail-oriented and proactive Export–Import Coordinator to manage export and import documentation, customs compliance, shipment coordination, and logistics administration. This position will work closely with suppliers, customers, freight forwarders, customs brokers, and internal departments to ensure shipments are completed accurately, efficiently, and on schedule.

Key Responsibilities

1. Export and Import Documentation

• Prepare, review, and process export and import documents, including commercial invoices, packing lists, Bills of Lading or Air Waybills, Certificates of Origin, customs declarations, permits, and other supporting documents.
• Ensure all documentation is accurate, complete, and compliant with applicable local and international regulations.
• Follow up on missing or outstanding documents to prevent shipment delays.

2. Customs and Regulatory Compliance

• Coordinate customs clearance processes for incoming and outgoing shipments.
• Ensure compliance with customs, trade, and relevant government regulations.
• Monitor regulatory changes and communicate important updates to relevant internal departments.
• Liaise with customs brokers and government authorities to resolve clearance or shipment-related issues.

3. Shipment Coordination

• Arrange shipments with freight forwarders, shipping lines, and logistics providers.
• Coordinate vessel bookings, container schedules, trucking, and other transportation arrangements.
• Track shipment progress and ensure timely delivery.
• Proactively resolve shipping delays, customs issues, documentation discrepancies, or other operational problems.

4. Supplier and Customer Coordination

• Communicate with suppliers regarding cargo readiness, shipping schedules, and documentation requirements.
• Coordinate with internal users and customers regarding delivery requirements and shipment updates.
• Respond to shipment-related inquiries and provide accurate and timely information.

5. Inventory and Planning Support

• Monitor incoming and outgoing shipments and maintain accurate shipment records.
• Coordinate with Purchasing, Production, Warehouse, and Sales teams to ensure material availability and timely deliveries.
• Support inventory planning by providing updated shipment schedules and estimated arrival dates.

6. Cost Control

• Obtain and compare freight quotations from logistics providers.
• Monitor freight and logistics expenses and identify potential cost-saving opportunities.
• Review and verify freight invoices, customs charges, duties, taxes, and other shipment-related costs.

7. Reporting and Administration

• Maintain organized shipment records and document archives.
• Prepare regular reports on shipment status, export–import activities, delivery performance, and logistics costs.
• Ensure all shipment documentation is properly filed and readily available for audit purposes.

Qualifications and Requirements

• Bachelor’s degree in Logistics, Supply Chain Management, International Business, Business Administration, or a related field.

• Minimum 2–3 years of experience in export–import, logistics, freight forwarding, or customs administration.

• Good understanding of Indonesian customs procedures, export–import regulations, shipping documentation, and Incoterms.

• Proficient in Microsoft Office, particularly Excel.

• Good written and verbal communication skills in English and Bahasa Indonesia.

• Strong attention to detail, accuracy, and document-management skills.

• Good coordination, negotiation, analytical, and problem-solving abilities.

• Able to manage multiple shipments and work effectively under deadlines.

• Proactive, responsible, well-organized, and capable of working independently and collaboratively.