Import/Export Documentation Coordinator

About the Role

We are seeking an experienced, detail-obsessed Import/Export Documentation Coordinator to take end-to-end ownership of our international trade documentation and customs compliance.

In this role, you will build, verify, and control the complete document pipeline for high-value steel and bulk commodity imports bound for Canadian and US markets. Working directly under our Lead Documentation Specialist, you will ensure every shipment moves smoothly across borders without exposure to unnecessary tariffs, vessel detention, or compliance delays.

This is not a general administrative or document-entry position. It requires hands-on trade expertise, a deep understanding of CBSA and US CBP processes, and the confidence to push back on overseas steel mills, brokers, and logistics partners when documents are inaccurate.

Key Responsibilities

Document Creation & Review

• Trade Document Compilation: Build and issue accurate, complete trade document packages, including commercial invoices (ensuring proper FOB vs. freight separation), packing lists, proforma documents, and contract checklists.
• Pre-Shipment Mill Audits: Thoroughly review all supplier and mill documents prior to vessel sailing—including Bills of Lading, Mill Test Certificates (MTCs), Packing Lists, Certificates of Origin (CPTPP), and commercial invoices—to catch and rectify errors before transit.

Customs, Bonds & Regulatory Compliance

• Customs Coordination: Manage customs filings and entry processes with our US and Canadian customs brokers, handling US in-bond/transit entries, ISF coordination, and CBSA entries and releases.
• Quota & Tariff Management: Actively track Canadian tariff-rate quota (TRQ) utilization and surtax exposures by period. Coordinate booking timing and import permits with leadership to maximize inside-quota entries and mitigate surtax risk.
• Bond Oversight: Coordinate bond requirements and bonded transit movements (including bonded warehousing and bonded rail lines from US ports of entry to Canadian destinations).

Execution & Logistics Integration

• Demurrage & Time Tracking: Track arrival notices, port releases, free time, detention, and demurrage schedules across ocean vessels, ports, rail, and warehouses to eliminate costly delay fees.
• File Control & Hand-off: Maintain a clean, single-source controlled file for every trade so executives have real-time status visibility. Deliver complete, audit-ready document packages to the logistics team for downstream rail, warehousing, and trucking execution.

Required Qualifications & Experience

• 1-3 years of direct experience in import/export documentation at a customs broker, freight forwarder, steel trader, or bulk commodity trading firm.
• Hands-on Mastery: Demonstrated experience working with ocean Bills of Lading, releases, packing lists, commercial invoices, and customs entry documentation.
• Regulatory Knowledge: Deep understanding of Canadian Customs (CBSA) and US Customs (CBP) procedures, in-bond movements, and international trade agreements (CPTPP).
• Certifications: CCS (Certified Customs Specialist) or equivalent industry credential is a strong plus.
• Industry Experience: Direct experience with steel, metals, or bulk cargo is highly preferred.
• Mindset: Exceptionally detail-oriented, analytical, and comfortable checking numbers twice. Outstanding communication skills with the firmness required to manage mill suppliers and customs brokers.

Pay: $55,000.00 per year

Application question(s):

• Do you have hands-on experience handling customs clearance processes for both Canadian Customs (CBSA) and US Customs (CBP)?
• Have you worked with Canadian Tariff-Rate Quotas (TRQ) or trade agreements like CPTPP / USMCA?
• Do you have direct experience with steel, metals, or bulk/breakbulk ocean freight documentation?

Work Location: In person