Sea Import Coordinator

About the role

Manage assigned sea import shipments from pre-arrival preparation through customs clearance and final delivery. Ensure shipment records are accurate, documents and permits are ready on time, and customers receive clear updates on shipment progress and outstanding issues.

Key responsibilities

• Open and maintain shipment files: Create job numbers promptly and record shipment details, documents, charges, and status updates accurately in the system.
• Monitor vessel arrivals: Track vessel ETA and schedule changes. Inform customers and the operations team of changes affecting clearance or delivery.
• Check import documentation: Verify that documents required for customs clearance are complete and consistent. Obtain missing documents and resolve discrepancies with customers or agents before clearance.
• Arrange import permits: Identify permit requirements for assigned shipments, submit applications, and follow up until approvals are obtained before shipment arrival.
• Process arrival notices and payment requests: Obtain and verify Notices of Arrival (NOA) and related charges. Forward complete payment requests to Accounts and follow up to prevent delays in cargo release.
• Coordinate customs clearance: Submit the required documents to the declaration or operations team, monitor clearance progress, and follow up on outstanding queries or requirements.
• Handle import consolidation and handover shipments: Coordinate documentation, cargo release, and handover arrangements with the relevant agents and operators.
• Arrange transport and delivery: Book trucks through the Truck Planner and confirm cargo readiness, collection details, delivery schedules, and receiving warehouse availability.
• Track deliveries through completion: Monitor cargo collection and truck movements, update customers and receiving warehouses, and obtain delivery confirmation.
• Manage shipment issues: Respond promptly to customer enquiries, follow up on delays, and escalate issues that cannot be resolved within your authority.

About you

• At least two years of hands-on experience in sea import operations or freight forwarding.
• Working knowledge of the sea import process, including arrival notices, cargo release, customs clearance, and delivery arrangements.
• Ability to check import documents, including bills of lading, commercial invoices, and packing lists, and identify missing or inconsistent information.
• Understanding of international trade terms (Incoterms) and their relevance to shipment handling.
• Ability to manage multiple shipment files independently, prioritise urgent tasks, and meet clearance and delivery deadlines.
• Clear communication skills when dealing with customers, agents, transport providers, warehouses, and internal teams.
• Accurate data entry and careful handling of shipment documents and payment requests.
• Consistent follow-up on outstanding matters, with prompt escalation of delays and errors.
• Experience preparing and submitting customs declarations is an added advantage.

Benefits

• Health insurance.
• PA Insurance