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Key Responsibilities and Required Skills for an Exportation Clerk | Logistics & Supply Chain

💰 $45,000 - $65,000

LogisticsSupply ChainAdministrationInternational Trade

🎯 Role Definition

Are you a master of logistics with a passion for global trade? This role requires a highly organized and motivated Exportation Clerk to join our dynamic supply chain team. In this pivotal role, you will be the backbone of our international shipping operations, responsible for navigating the complexities of export regulations and ensuring a seamless journey for our products from our warehouse to our customers' doorsteps worldwide. You will be a key liaison between internal departments, freight forwarders, and customs authorities, making your contribution directly visible to our company's global success. This is a fantastic opportunity for someone who thrives in a fast-paced environment and possesses an unwavering eye for detail.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Assistant
  • Warehouse Administrator
  • Customer Service Representative (with logistics focus)

Advancement To:

  • Senior Export Coordinator / Team Lead
  • Logistics Manager
  • Trade Compliance Specialist

Lateral Moves:

  • Import Coordinator
  • Freight Forwarder
  • Supply Chain Analyst

Core Responsibilities

Primary Functions

  • Meticulously prepare, review, and process a full set of export documentation, including commercial invoices, packing lists, bills of lading (ocean and air), certificates of origin, and shipper's letters of instruction (SLI), ensuring complete accuracy and compliance.
  • Coordinate and book international shipments with designated freight forwarders and carriers, negotiating for competitive rates and optimal transit times while considering customer requirements.
  • Execute timely and accurate electronic export information (EEI) filings through the Automated Export System (AES), ensuring full compliance with U.S. Census Bureau and Bureau of Industry and Security (BIS) regulations.
  • Serve as the primary point of contact for international customers, freight forwarders, and customs brokers, providing proactive updates on shipment status, documentation, and potential delays.
  • Track and trace all export shipments from origin to final destination, proactively identifying and resolving any in-transit issues, such as customs holds, port congestion, or carrier delays.
  • Ensure all export activities adhere to international trade laws and regulations, including Incoterms, Harmonized Tariff Schedule (HTS) classification, and country-specific import requirements.
  • Collaborate closely with the warehouse and production teams to coordinate product availability, order picking, and container loading schedules to meet vessel cut-off times.
  • Verify letter of credit (L/C) requirements and prepare all necessary documentation to ensure a successful and timely presentation to the bank for payment.
  • Maintain a highly organized and compliant record-keeping system for all export transactions, including shipping documents, customs filings, and communication logs, for audit purposes.
  • Audit and approve freight invoices from carriers and forwarders, resolving any discrepancies related to rates, accessorial charges, or services rendered.
  • Prepare and distribute pre-alert shipping documents to customers and destination agents to facilitate a smooth customs clearance process upon arrival.
  • Classify products with the correct Schedule B / Harmonized System (HS) codes for accurate customs declaration and duty calculation.
  • Manage the procurement of necessary transportation insurance for shipments, filing and following up on any cargo claims for loss or damage as needed.
  • Liaise with the sales and customer service departments to confirm order details, shipping instructions, and special handling requirements prior to export.
  • Generate regular and ad-hoc reports on export volumes, freight spend, carrier performance, and on-time delivery metrics for management review.
  • Assist the Trade Compliance Manager in developing and updating standard operating procedures (SOPs) for the export department to drive efficiency and ensure regulatory adherence.
  • Screen shipments against denied party lists (DPL) and other trade sanction regulations to mitigate compliance risks for the organization.
  • Prepare hazardous materials documentation (HAZMAT/DG) in accordance with IATA and IMDG regulations when applicable.
  • Resolve any documentation discrepancies or customs-related issues by working directly with customs officials, brokers, and internal stakeholders.
  • Continuously monitor changes in international shipping regulations and trade agreements to ensure the company's processes remain current and compliant.

Secondary Functions

  • Assist the logistics team with ad-hoc reporting and analysis on shipment volumes, carrier performance, and freight costs.
  • Provide input for the continuous improvement of export processes and standard operating procedures (SOPs).
  • Liaise with sales, customer service, and warehouse teams to ensure a seamless and timely order-to-shipment process.
  • Engage in team meetings to review workload, address challenges, and coordinate daily shipping priorities.

Required Skills & Competencies

Hard Skills (Technical)

  • Export Documentation: Proficient in creating and managing Commercial Invoices, Packing Lists, Bills of Lading (AWB/OBL), and Certificates of Origin.
  • AES Filing: Direct experience filing Electronic Export Information (EEI) via the Automated Export System.
  • Incoterms Knowledge: Strong understanding and practical application of Incoterms 2020.
  • ERP/TMS Systems: Experience with enterprise resource planning (e.g., SAP, Oracle) or transportation management systems.
  • Freight Forwarder Coordination: Proven ability to book, track, and manage relationships with freight forwarders and carriers.
  • Microsoft Office Suite: Advanced proficiency in MS Excel for data tracking and reporting, as well as Word and Outlook.
  • Harmonized Tariff Schedule (HTS/Schedule B): Familiarity with product classification for customs purposes.
  • Letter of Credit (L/C): Experience processing shipments and documentation under Letters of Credit.
  • Regulatory Compliance: Knowledge of U.S. export regulations, including EAR and FTR.
  • Freight Auditing: Skill in reviewing and approving freight invoices for accuracy.

Soft Skills

  • Attention to Detail: Meticulous and precise, especially with documentation and data entry, to prevent costly errors.
  • Problem-Solving: Ability to proactively identify and resolve logistical challenges and customs issues under pressure.
  • Communication: Excellent written and verbal communication skills for clear correspondence with global partners and internal teams.
  • Time Management & Organization: Superior ability to prioritize multiple shipments and deadlines in a fast-paced environment.
  • Adaptability: Flexible and able to respond quickly to changing regulations, shipping schedules, and customer needs.
  • Teamwork & Collaboration: A cooperative mindset to work effectively with warehouse, sales, and finance departments.
  • Proactiveness: A self-starter who takes initiative to track shipments and communicate status without being prompted.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's degree in a relevant field.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics
  • International Business
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in an export, import, or international logistics coordination role.

Preferred:

  • 4+ years of direct experience in an export-focused role, with a proven track record of managing diverse international shipments (air, ocean, LCL, FCL) from origin to destination.
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