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Key Responsibilities and Required Skills for Ocean Import Agent

💰 $45,000 - $75,000

LogisticsFreight ForwardingSupply ChainImport Operations

🎯 Role Definition

The Ocean Import Agent is responsible for managing end-to-end ocean import operations for international shipments, ensuring timely and compliant cargo movement from vessel discharge to final delivery. This role coordinates bookings and carrier relations, prepares and verifies import documentation (house/master bills of lading, commercial invoices, packing lists), monitors vessel schedules and container status, files required import declarations (ISF, customs entries), resolves transit exceptions and claims, and provides proactive customer communication. The Ocean Import Agent ensures compliance with international trade regulations, optimizes cost and transit time, and collaborates with customs brokers, drayage providers, carriers, and internal teams to deliver high-quality import services.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Freight Forwarding Coordinator / Import Coordinator
  • Customer Service Representative (Freight or Logistics)
  • Junior Operations Assistant (Air/Ocean)

Advancement To:

  • Senior Ocean Import Agent / Senior Import Coordinator
  • Import Operations Manager
  • Customs Brokerage Supervisor / Trade Compliance Manager

Lateral Moves:

  • Export Operations Specialist
  • NVOCC/Carrier Sales Representative
  • Logistics Account Manager

Core Responsibilities

Primary Functions

  • Manage end-to-end ocean import operations for assigned accounts: create and manage bookings with carriers and NVOCCs, confirm sailing schedules, allocate containers, and ensure accurate arrival planning to meet customer delivery windows.
  • Prepare, verify and process import documentation including House and Master Bills of Lading, commercial invoices, packing lists, certificates of origin, delivery orders and other shipment-specific paperwork to ensure accuracy and regulatory compliance.
  • File and manage ISF (10+2) submissions for U.S. imports and equivalent pre-arrival filings for other jurisdictions, ensuring timely submission and correction of discrepancies to avoid fines and holds.
  • Coordinate with customs brokers to prepare customs entries (e.g., ACE/ABI filings in the U.S.), provide required invoices and supporting documents, and follow up until customs release is obtained.
  • Monitor vessel schedules, container status and ETA/ETD changes via carrier platforms and port systems; proactively communicate schedule updates and exceptions to customers and internal stakeholders.
  • Maintain accurate shipment tracking and status updates in the TMS/CRM and provide daily/weekly reports to customers and sales teams, ensuring transparency and SLA adherence.
  • Negotiate and secure competitive ocean freight rates, space allocations and surcharges with carriers and NVOCC partners while maintaining service quality and minimizing accessorial costs.
  • Manage container operations: arrange drayage, yard appointments, port pickups, stuffing/unstuffing instructions, reefer power arrangements and coordinate with terminal/stevedore resources as needed.
  • Oversee release and delivery processes: coordinate arrival notices, delivery orders, intermodal handoffs, and final mile providers to ensure timely cargo release and delivery to consignee or warehouse.
  • Handle claims, shortages, damages and disputes: document incidents, coordinate inspections, file claims with carriers/insurers/NVOCCs and manage claim follow-through until resolution or settlement.
  • Ensure compliance with Incoterms, import/export controls, embargoes, sanctions lists, and hazardous materials regulations; escalate compliance concerns to Trade Compliance or Legal teams.
  • Audit and reconcile carrier invoices, accessorial charges and demurrage/DET bills; dispute incorrect charges and liaise with accounting for accurate invoicing to customers.
  • Implement and follow SOPs for import handling, maintain up-to-date process documentation and contribute to continuous improvement initiatives to reduce transit time, cost and exceptions.
  • Provide customer-facing account management: respond to quotes, status requests, and operational inquiries; maintain SLA response times and escalate sensitive issues appropriately.
  • Manage documentation for bonded, CFS and container freight station (CFS) moves, supervising stuffing/unstuffing operations and ensuring proper seal control and chain of custody.
  • Coordinate cross-border intermodal moves and inland transportation partners (rail/truck) to optimize final delivery from port to consignee while controlling costs and transit times.
  • Facilitate electronic data interchange (EDI) and document exchange with carriers, customs systems and partners to streamline data flow and reduce manual entry errors.
  • Perform tariff classification support and provide HS/HTS codes and valuation guidance to customs brokers and clients when required, escalating complex rulings to compliance specialists.
  • Participate in weekly operations calls with carriers, terminals and clients to align on capacity, schedule changes and potential disruptions, driving mitigation plans and contingency routing.
  • Maintain and update customer master data, consignee instructions, and standard routing guides in the TMS and ERP systems; ensure serialization and document retention meets audit requirements.
  • Train and mentor junior import coordinators and temporary staff on booking processes, documentation requirements and exception management to build a resilient operations team.
  • Conduct risk assessments on import lanes and recommend alternative routings, consolidation opportunities or carrier changes to improve service levels and reduce costs.

Secondary Functions

  • Support ad-hoc reporting requests and performance metrics tracking related to on-time delivery, detention/demurrage exposure and carrier performance.
  • Assist sales and account management teams with RFPs and rate comparisons by providing operational input and feasibility assessments for proposed routing and transit time promises.
  • Collaborate with the trade compliance team to prepare audit-ready documentation and support internal/external audits on import procedures and regulatory adherence.
  • Maintain vendor and carrier contact lists, service contracts and escalation matrices; update and distribute as changes occur.
  • Participate in process improvement projects and cross-functional initiatives to implement automation, EDI mapping updates and system integrations.
  • Support seasonal volume planning and capacity forecasting by providing historical lane data and projected import volumes to planning teams.

Required Skills & Competencies

Hard Skills (Technical)

  • In-depth knowledge of ocean import operations for FCL and LCL, including House and Master Bill of Lading processing.
  • Proficient with ISF filing (U.S.) and pre-arrival filing procedures for major import jurisdictions.
  • Experience preparing and coordinating customs entries (ACE/ABI, CHB processes), tariff/HS code handling and liaison with customs brokers.
  • Familiarity with Incoterms 2020 and their operational/financial implications on import moves.
  • Competency using Transportation Management Systems (TMS), Carrier Booking Portals, and Freight Forwarding software (CargoWise, Magaya, Descartes, or equivalent).
  • EDI knowledge (856/214/315/310/312 messages), electronic document exchange and basic mapping/translation concepts.
  • Strong Excel skills for rate comparison, demurrage calculations, and KPI reporting (VLOOKUP, pivot tables).
  • Experience auditing carrier invoices, preparing dispute cases for demurrage/detention and reconciling accessorials.
  • Knowledge of hazardous materials (IMDG), temperature-controlled (reefer) cargo handling and relevant documentation requirements.
  • Ability to read and interpret commercial invoices, packing lists, certificates and transport documents to ensure clearance compliance.

Soft Skills

  • Excellent written and verbal communication skills for direct customer contact and carrier negotiations.
  • Customer-focused mindset with professional account management and escalation handling.
  • Strong attention to detail and accuracy when preparing regulatory filings and customs documentation.
  • Problem-solving and critical thinking to manage exceptions, delays and complex routing challenges.
  • Time management and prioritization skills to handle multiple shipments and deadlines in a fast-paced environment.
  • Team collaboration and cross-functional coordination (sales, customs, drayage, warehousing).
  • Negotiation skills to obtain competitive rates and favorable carrier terms.
  • Resilience and adaptability when dealing with capacity constraints, port disruptions and changing regulations.
  • Analytical mindset to interpret operational KPIs and implement process improvements.
  • Coaching and mentoring ability to train junior staff and share best practices.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; strong operations experience accepted in lieu of formal degree.

Preferred Education:

  • Bachelor's degree in Supply Chain Management, Logistics, International Business, Transportation, or related field.

Relevant Fields of Study:

  • Supply Chain Management
  • International Trade & Commerce
  • Logistics and Transportation
  • Business Administration
  • Customs & Trade Compliance

Experience Requirements

Typical Experience Range:

  • 2–5 years of direct ocean import operations or freight forwarding experience.

Preferred:

  • 3–7 years of ocean import operations experience with proven experience handling FCL/LCL, carrier negotiations, customs coordination and claims handling; experience with a TMS (CargoWise, Magaya, Descartes) and working knowledge of ISF/ACE or equivalent national import filing systems.
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