Key Responsibilities and Required Skills for a Freight Import Agent

🎯 Role Definition

As a Freight Import Agent, you are the operational cornerstone of our international logistics team. You will be entrusted with the end-to-end management of import shipments, acting as the primary liaison between clients, carriers, customs agencies, and overseas partners. Your mission is to ensure the timely, compliant, and cost-effective movement of goods across borders. This role requires a meticulous, proactive, and solutions-oriented professional who thrives in a fast-paced environment and is dedicated to providing exceptional customer service while navigating the complexities of global trade.

📈 Career Progression

Typical Career Path

Entry Point From:

Junior Logistics Coordinator or Operations Assistant
Customer Service Representative (within logistics or transportation)
Data Entry Clerk (Freight/Logistics)

Advancement To:

Senior Freight Import Agent / Team Lead
Import/Export Manager
Licensed Customs Broker
Logistics or Supply Chain Manager

Lateral Moves:

Freight Export Agent
Domestic Freight Coordinator / Broker
Supply Chain Analyst

Core Responsibilities

Primary Functions

Manage the entire lifecycle of import shipments (both ocean and air freight) from origin to final destination, ensuring a seamless and efficient process.
Act as the main point of contact for clients, providing proactive updates, answering inquiries, and offering expert guidance on import procedures and regulations.
Prepare, review, and process a full set of import documentation, including but not limited to Bills of Lading (HBL/MBL), Air Waybills (HAWB/MAWB), commercial invoices, and packing lists.
Coordinate and execute timely and accurate ISF (10+2) filings with U.S. Customs and Border Protection (CBP) to prevent penalties and delays.
Liaise with steamship lines, airlines, co-loaders, and trucking companies to book cargo, confirm rates, and track shipment status from departure to arrival.
Classify goods according to the Harmonized Tariff Schedule (HTS) and coordinate customs clearance procedures with in-house or external customs brokers.
Ensure all shipments comply with the regulations of Partner Government Agencies (PGAs) such as the FDA, USDA, and EPA.
Proactively monitor and track all inbound shipments, identifying potential delays and developing contingency plans to mitigate disruptions.
Resolve any issues that arise during transit, such as customs holds, port congestion, documentation discrepancies, or cargo damage, keeping all stakeholders informed.
Accurately enter and maintain all shipment data in the company's Transportation Management System (TMS), such as CargoWise One.
Arrange and coordinate final mile delivery, including drayage from the port/airport and inland transportation to the client's warehouse or facility.
Process and verify vendor invoices (carriers, truckers, warehouses) and generate accurate and timely final invoices for clients.
Negotiate rates with carriers and vendors to optimize shipment costs and maintain competitive pricing for clients.
Build and maintain strong, collaborative relationships with clients, overseas agents, carriers, and customs officials.
Audit shipment files for accuracy and completeness, ensuring all required documents are present and compliant with company and regulatory standards.
Prepare and analyze reports on shipment status, costs, and performance metrics for management and clients.
Provide clients with competitive freight quotes for potential new business, detailing all associated costs and transit times.
Manage the timely arrival notice distribution to clients and brokers, ensuring they are prepared for cargo arrival.
Coordinate with warehouse partners for cargo de-consolidation, storage, and handling requirements.
Handle basic cargo claims, gathering necessary documentation and filing with the appropriate parties.

Secondary Functions

Support the sales team by providing operational insights and rate information for new business proposals.
Assist in training and mentoring junior agents and new team members on import processes and systems.
Participate in process improvement initiatives to enhance operational efficiency, reduce costs, and improve customer satisfaction.
Contribute to the maintenance and updating of standard operating procedures (SOPs) for key accounts and general import operations.

Required Skills & Competencies

Hard Skills (Technical)

Freight Forwarding Expertise: Deep understanding of ocean (FCL/LCL) and air import processes, terminology, and market dynamics.
Customs Compliance: Strong knowledge of U.S. Customs regulations, ISF filing, HTS classification, and PGA requirements.
TMS Proficiency: Hands-on experience with industry-standard Transportation Management Systems (TMS), with a strong preference for CargoWise One.
Documentation Mastery: Ability to accurately prepare, review, and manage all forms of import and shipping documents.
Incoterms Knowledge: Solid understanding of Incoterms 2020 and their application in international trade transactions.
MS Office Suite: Proficiency in Microsoft Outlook, Excel, and Word for communication, data analysis, and reporting.
Rate Negotiation: Proven ability to negotiate freight and service rates with carriers and vendors.
Geography: Strong knowledge of world geography, including major ports, airports, and trade lanes.

Soft Skills

Problem-Solving: Exceptional ability to identify issues, analyze root causes, and implement effective solutions under pressure.
Attention to Detail: Meticulous and highly accurate in all aspects of work, from data entry to document verification.
Communication: Excellent verbal and written communication skills, with the ability to clearly and professionally interact with clients, vendors, and internal teams.
Time Management & Organization: Superior organizational skills with the ability to prioritize a high volume of tasks and meet tight deadlines in a fast-paced environment.
Customer Focus: A strong commitment to providing outstanding customer service and building lasting client relationships.
Adaptability: Ability to adapt to changing regulations, market conditions, and client needs.
Teamwork: Collaborative spirit and willingness to support colleagues to achieve team goals.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Supply Chain Management
Logistics
International Business
Business Administration

Experience Requirements

Typical Experience Range:

2-5 years of direct, hands-on experience in an air or ocean freight import role within a freight forwarding or NVOCC environment.

Preferred:

Experience handling a diverse range of commodities, including those requiring PGA clearance.
Prior experience using CargoWise One is highly desirable.
A Customs Broker License or progress towards obtaining one is a significant plus.